Pitney Bowes DM300c series Manual

Digital Mailing System
DM300c and DM400c series
Operator Guide
UK and ROI Version

iSDC755A
Table of Contents
Chapter 1 Introduction
About Your Digital Mailing System.....................................1-2
About IntelliLink™..............................................................1-2
Postal Requirements .........................................................1-3
Safety ................................................................................1-4
Specifications ....................................................................1-5
Chapter 2 Getting to Know Your Machine
Machine Features–Front DM300c .....................................2-2
Machine Features–Front DM400c .....................................2-4
Control Panel.....................................................................2-6
Machine Features–Rear ....................................................2-8
Chapter 3 Running Mail
Before You Begin...............................................................3-2
Checklist ............................................................................3-2
Home Screen.....................................................................3-2
Selecting Postage .............................................................3-3
Keying in the Postage Directly ................................... 3-4
Entering Weight Manually ......................................... 3-4
Using the Weighing Platform (Scale) ......................... 3-4
Selecting an Account to Track Postage.............................3-6
Printing an Ad and/or Text Message..................................3-6
Advancing the Date on the Machine..................................3-7
Checking and Clearing the Batch Count ..........................3-8
Checking the Batch Count ......................................... 3-8
Printing a Record of the Batch Count ........................ 3-8
Clearing the Batch Count........................................... 3-9
Printing Mail.....................................................................3-10
Manually Feeding Envelopes DM300c .................... 3-10
Automatically Feeding Envelopes DM400c ..............3-11
Printing Tapes .......................................................... 3-12
Printing Options ...............................................................3-13
Seal the Envelope Only ........................................... 3-13
Printing Date & Time, Ad or Text on Incoming Mail.. 3-14
Permit Printing ......................................................... 3-14

ii SDC755A
Table of Contents
Chapter 4 Normal and Custom Presets
What is a Preset? ..............................................................4-2
Normal Preset ...................................................................4-2
Selecting the Normal Preset ...................................... 4-3
Viewing the Normal Preset......................................... 4-3
Defining New Values for the Normal Preset............... 4-3
Custom Presets ................................................................4-4
Selecting a Custom Preset ....................................... 4-4
Viewing Custom Preset.............................................. 4-4
Defining a New Custom Preset.................................. 4-5
Editing a Custom Preset Name.................................. 4-6
Overwriting a Custom Preset ..................................... 4-6
Deleting a Custom Preset .......................................... 4-7
Chapter 5 Adding Postage/Connecting to Data Centre
About the Postage by Phone System................................5-2
How does the system operate? ................................ 5-2
When can I refill my meter? ...................................... 5-2
Preparing to Refill with Postage ........................................5-2
Connecting Your System to an Analogue Phone Line .......5-3
Checking Funds (Postage) Available in your System........5-3
Checking Your Postage by Phone® Account Balance ......5-4
Refill Postage ....................................................................5-4
Printing a Funds (Postage) Report ....................................5-5
Downloads from the Data Centre to Your Machine ...........5-5
System Update ......................................................... 5-6
Advertisements .......................................................... 5-6
Software Update (mandatory).................................... 5-6
Text Messages.................................................................3-15
What is a Text Message?......................................... 3-15
Selecting a Text Message ........................................ 3-15
Viewing a Text Message .......................................... 3-15
Creating a Text Message ......................................... 3-16
Delete a Text Message............................................. 3-16
Edit a Text Message................................................. 3-17

iiiSDC755A
Table of Contents
Chapter 6—System Options
System Options Introduction .............................................6-3
Basic Options ....................................................................6-4
Advancing the date/Returning to Today's Date .......... 6-4
Adjusting the Contrast of the Display......................... 6-4
Configuring the Tape Button....................................... 6-4
Setting the Time, Timeouts &
Auto Date Advance .................................................... 6-5
Setting the Normal Preset Timer........................... 6-5
Setting Sleep Mode Activation Time ..................... 6-5
Setting Auto Date Advance ................................... 6-6
Correct Drift........................................................... 6-6
Setting Daylight Savings Time .............................. 6-7
Setting Postage Limits ............................................... 6-8
Setting the High Value Warning ............................ 6-8
Setting the Low Funds Warning ............................ 6-8
Changes to the Lock Code & Password .................... 6-9
Setting the Lock Code........................................... 6-9
Disabling the Lock Code ....................................... 6-9
Changing the Lock Code .................................... 6-10
Setting/Disabling the Supervisor Password ........ 6-10
Setting Scale Options ...................................................... 6-11
Zero the Scale...........................................................6-11
Turning Auto Scale On or Off ....................................6-11
Setting Weight Change Options............................... 6-12
Setting the Scale Location Code.............................. 6-12
Connecting to the Data Centre ........................................6-13
Check for Updates ................................................... 6-13
Phone Settings......................................................... 6-14
Setting Tone/Pulse ................................................... 6-14
Postal Code Update (mandatory) .............................. 5-6
Postal Inspection (mandatory) ................................... 5-6
Postal Rate Update (mandatory) ............................... 5-7
Connecting to the Data Centre (other than for Postage)...5-8

iv SDC755A
Table of Contents
Entering the Dial Prefix ............................................ 6-14
Change Postage by phone (PbP) Number .............. 6-15
Selecting Blind Dialing ............................................. 6-15
Change Modem Parameters.................................... 6-16
Distributor Settings ..........................................................6-17
Access the Distributor Settings ................................ 6-17
Parameter Descriptions ........................................... 6-18
Advanced Options ...........................................................6-19
Meter Withdrawal ..................................................... 6-19
Run Install Mode ...................................................... 6-19
Chapter 7—Maintenance
Replacing the Ink Cartridge/Printhead...............................7-2
Filling the Moistener (DM400c Only) .................................7-6
Filling the Moistener (DM300c Only) .................................7-7
Maintaining the Moistener (DM400c Only) ........................7-8
Maintaining the Moistener.......................................... 7-8
Cleaning the Stripper Blade &
Brush Assembly ......................................................... 7-8
Cleaning the Shield & Wick........................................ 7-9
Maintaining the Moistener (DM300c Only) ......................7-10
Removing the Moistener .......................................... 7-10
Removing the Moistener Brush................................ 7-10
Removing the Holder and Wick ............................... 7-12
Running Print Tests .........................................................7-13
Test Print .................................................................. 7-13
Cleaning the Printer Nozzles (Purging).................... 7-14

vSDC755A
Table of Contents
Chapter 8 Troubleshooting
Getting Help.......................................................................8-2
Power Problems (nothing displays) ...................................8-2
Error Messages .................................................................8-3
Printing Problems ..............................................................8-4
Feeding Problems .............................................................8-5
Display Problems...............................................................8-7
Problems with Postage Refill.............................................8-7
Moistening Problems .........................................................8-8
Viewing System Configuration Levels ...............................8-8
Chapter 9 Supplies and Options
Options ..............................................................................9-2
Weighing Platforms .................................................... 9-2
Moistener ................................................................... 9-2
Postal Advertisements (Ads)...................................... 9-2
Departmental Accounting........................................... 9-2
How to Order .....................................................................9-3
Supplies.............................................................................9-3
Chapter 10 Reports
Overview of Reports ........................................................10-2
Last Five Refills Report ...................................................10-2
Funds Report...................................................................10-2
Single Account Report .....................................................10-3
Multi-Account Summary Report.......................................10-3
Account List Report .........................................................10-4
System Setup Report ......................................................10-4
Error Report.....................................................................10-5
Configuration Report .......................................................10-5
Permit Report ..................................................................10-6
Software Version Report..................................................10-6

vi SDC755A
Table of Contents
Chapter 11—Departmental Accounting
Overview of the Accounting Feature .........................11-2
Turning On Accounting (if available) .........................11-3
Turning Off Accounting..............................................11-3
Selecting an Account ................................................11-3
Creating an Account..................................................11-4
Editing an Account/Setting Up Account Passwords ..11-5
Turning On Account Passwords................................11-6
Turning Off Account Passwords................................11-6
Viewing Account Totals .............................................11-7
Clearing Account Totals.............................................11-8
Clearing all Accounts ................................................11-9
Deleting an Account ................................................11-10
Glossary
G-1

1-1SDC755A
1 • Introduction
This chapter lists the key features of your mailing
system, tells you what's in this book, and presents
important safety information.
About Your Digital Mailing System........................1-2
About IntelliLink™.................................................1-2
Postal Requirements ............................................1-3
Safety ...................................................................1-4
Specifications .......................................................1-5
DM300c
DM400c

1-2 SDC755A
1 • Introduction
About Your Digital Mailing System
Your digital mailing system's advanced features include:
• Space-saving, compact footprint.
• Large, easy-to-read display shows system status and prompts
you through setup operations.
• Semi-automatic and automatic envelope feeding, transport, and
auto-eject.
• Automatic date advance.
• Keyboard-selectable ad slogans (if used).
• Convenient, one-button postage-adding via Postage by Phone®
(requires analogue phone line).
• Stacker neatly stacks finished envelopes.
• Ink jet printer provides clear, crisp imprints.
• Weighing platform weighs mail pieces.
• Integrated rating feature calculates correct postage.
• Optional* Date and time stamp for use on incoming mail or on
sensitive documents.
• Optional* Accounting feature tracks postage costs by department
(certain models only).
• Password protection limits access to authorised personnel.
• Report printing capability provides hard-copy records of your
postage transactions.
• In-line moistener wets and seals envelopes.
• USB communication ports for exporting report data to a PC or for
adding optional* peripherals (scanner, printer).
* Optional features must be purchased for use with the mailing
system.
NOTE: Although this guide describes all the features listed
above, your DM300c/DM400c Series is a configurable system
and availability of the features will depend on your model,
options purchased and your country requirements. Inclusion
within this guide does not guarantee availability of a particular
model or feature within your country.
About IntelliLink™
You will require an analogue phone line in order for you to access
services and information from IntelliLink™ via the internal modem.

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1 • Introduction
Postal Requirements
The meter on your mailing system is licensed by your Postal Authority
and you must follow some basic requirements.
• Mail must have the correct date and postage amount in the
meter stamp.
• Always ensure that your meter stamp prints are clear and
complete. Poor prints may result in your Postal Authority being
unable to offer the service you have requested and if the prints
are illegible the items may be rejected by your Postal Authority.
If in doubt regarding the quality of your meter prints, refer to
Section 7, Printer Maintenance.
• If you move to another address, you must update the Postal
Authority records. Call your local machine supplier for advice.
• Each time you add postage to the machine, the Data Centre
automatically performs a postal inspection. If the interval
between inspections has been too long, your machine's display
prompts "Inspection Due". Perform an inspection as instructed in
Section 5, Adding Postage to satisfy the inspection requirement
by either adding postage or checking your balance. Eventually, if
an inspection is not carried out, the display prompts "Inspection
Required". You won't be able to use your mailing system until
you add postage or connect to the Data Centre.
Your mailing system takes full advantage of IntelliLink™, your digital
gateway to an entire suite of services and information that can move
your mail more efficiently and enhance your business performance.
IntelliLink™ technology gives you the ability to:
Add Postage Funds conveniently
You can add funds to your machine electronically via the Postage by
Phone system®.
Download Postal Rate Updates
The latest postal rates are downloaded precisely when you need
them.
Add Features On Demand
You can easily download envelope ads, postal inscriptions (if
used), and optional product enhancements such as departmental
accounting.
Keep Your System Current
Software download capability means you'll always have the latest
version of your machine's operating system.

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1 • Introduction
Safety
The equipment is supplied with a moulded mains lead and plug
which should be used. If the lead cannot be used as supplied for any
reason, the following information applies:
1. An approved mains lead for the country concerned must be
used.
2. As the colours of the wires in the mains lead of this equipment
may not correspond with the coloured markings identifying the
terminals in your plug, proceed as follows:
- The wire which is coloured green and yellow must be connected
to the terminal in the plug which is marked with the letter “E” or
by the earth symbol or coloured green or green and yellow.
- The wire which is coloured blue must be connected to the
terminal which is marked with the letter “N” or coloured black.
- The wire which is coloured brown must be connected to the
terminal which is marked with the letter “L” or coloured red.
3. The wires in the supplied mains lead are coloured in accordance
with the following code:
Green and Yellow - Earth
Blue - Neutral
Brown - Live
WARNING:
THIS EQUIPMENT MUST BE EARTHED
The socket outlet should be near to the
equipment and should be easily accessible.
To comply with health and safety standards, operators must observe
all local standard safety precautions relating to the operation of office
equipment. In particular, DO NOT remove covers from the machine.
Refer all servicing to qualified personnel.
Keep hands, jewellery, ties, long hair, etc. away from moving parts.
If you are in any doubt at all about your ability to safely do such work,
you should consult a qualified electrician.

1-5SDC755A
1 • Introduction
Specifications
Equipment
DM300c DM400c
Size (including
Integrated Weight
Platform)
315mm H x 370mm
W x 435mm D
315mm H x 840mm
W x 500mm D
Weight 8.5 kg approx 13 kg approx
Power Requirements 100-240 VAC,
50/60Hz. 1.0A
100-240 VAC,
50/60Hz. 1.0A
Communication
Ports
3 USB; 1 RJ-11 3 USB; 1 RJ-11
Operating
Temperature
4°C to 43°C 4°C to 43°C
LCD Display Size 88 x 44mm 88 x 44mm
Throughput*
*Actual Throughput will vary,
depending on the material
used, machine condition, use
of moistener, and the skill of
the operator.
65 letters per minute 95or 120 letters per
minute
Print Resolution 600 x 300 dpi 600 x 300 dpi
Print Image Area 25.4mm x 180mm 25.4mm x 180mm
Ink Cartridge
Capacity
45ml 45ml
Internal Envelope Ad
Storage
up to 20 up to 20
Departmental
Accounting
Optional. Number of
accounts available
based on the
amount purchased
and model.
Optional. Number of
accounts available
based on the
amount purchased
and model.

1-6 SDC755A
1 • Introduction
It is certified that the Mailing System complies
with the requirements of the Low Voltage Directive
73/23/EEC, the EMC Directive 89/336/EEC and the
R&TTE Directive 1999/5/EC.
The system has been designed to work on all Pan-European
Analogue Telecommunication Networks.
For a formal Declaration of Conformity please contact
Compliance Engineering on [phone].
Meter Specifications
UK Models Republic of Ireland
Models
Maximum Imprint £99.99 €99.99
Maximum Credit
Setting
£9,950.00 €9,950.00
Setting Increment £50 €50
Reset Type Postage by Phone Postage by Phone
Piece Count Up to 8 digits
(nonresettable)
Up to 8 digits
(nonresettable)
All Pitney Bowes postage meters are manufactured in accordance
with An Post's and Royal Mail's Franking Machine Standards. This
includes ascending register security, which will lock the ascending
registers when the first frank takes the most significant digit of the
ascending register to 9.

1-7SDC755A
1 • Introduction
IMPORTANT: For best results, always make
sure your material conforms to our published
specications.
Material Specifications
Envelope Size (see Figure
Below)
Minimum 89 x 127mm
Maximum 330 x 381mm
Envelope Flap Depth 22mm Min - 72mm Max
Envelope Thickness Minimum 0.20mm
Maximum (DM300c) 9.5mm
Maximum (DM400c) 8mm
Stack Height for Mail 60mm
Envelope Weight 1g Min - 450g Max
381mm
72mm
330mm
127mm
89mm
22mm
Maximum
Minimum

1-8 SDC755A
1 • Introduction

2-1SDC755A
2 • Getting to Know Your System
Machine Features–Front DM300c........................2-2
Machine Features–Front DM400c........................2-4
Control Panel........................................................2-6
Machine Features–Rear.......................................2-8
In this chapter you'll find out where everything is and
what it does.
DM300c
DM400c

2-2 SDC755A
2 • Getting to Know Your System
4
7
10
6
5
8
9
2
3
Shown with Weighing Platform
Machine Features- Front DM300c
1

2-3SDC755A
2 • Getting to Know Your System
1. Control Panel—allows you to enter and setup information on
your machine.
2. Tape Feeder—holds and feeds tapes for printing.
3. LED—lights green when your system is on; lights orange when
your system is in "sleep" mode.
4. Weighing Platform—allows you to weigh and calculate postage
of a mail piece based on the service selected.
5. Ink Access Cover—opens up to allow replacement of the ink
cartridge. See Chapter 7, Maintenance for instructions.
6. Stacker Tray—allows the neat stacking of finished mail pieces.
7. Clearance Lever (two position)
Home - transport rollers engaged for processing mail (normal)
Released - transport rollers disengaged so you can clear a
stalled mail piece.
NOTE: The machine will not process mail when left in the
released position.
8. Feed Deck—supports your envelope, post card or tape sheet as
it passes under the printer mechanism.
9. Moistener—applies sealing fluid to the envelope flap. You can
seal envelopes or leave them unsealed, depending on how you
feed them.
10. Qwerty Keyboard (under cover)— For entry of information.

2-4 SDC755A
2 • Getting to Know Your System
4
8
1
6
5
9
10
2
3
Machine Features- Front DM400c
7
11
12