Pitney Bowes DM300c series Manual

INVIEW™ Accounting
for DM300c/DM400c/DM475
Digital Mailing Systems
Operator Guide
Canada English Version

SV62683 Rev. A ©2011 Pitney Bowes Inc.
All rights reserved. This book may not be reproduced in whole or
in part in any fashion or stored in a retrieval system of any type or
transmitted by any means, electronically or mechanically, without the
express, written permission of Pitney Bowes.
We have made every reasonable effort to ensure the accuracy and
usefulness of this manual; however, we cannot assume responsibility
for errors or omissions or liability for the misuse or misapplication of
our products.
Due to our continuing program of product improvement, equipment
and material specications as well as performance features are
subject to change without notice. Your digital mailing system may not
have some of the features described in this book. Available features
vary, depending on the model of your mailing system, installed
options, system software level, how your system is set up and the
country it is designed to operate in.
INVIEW, E-Z Seal and Postage By Phone are trademarks or
registered trademarks of Pitney Bowes Inc. ENERGY STAR is a
registered trademark of the United States Environmental Protection
Agency.

iiiSV62683 Rev. A
Machine Identification
Product Name: DM300c Digital Mailing System
Model Number: 3C10
Product Name: DM400c Digital Mailing System
Model Number: 4C10
Product Name: DM475 Digital Mailing System
Model Number: 6C10
Resources
For direct questions or support, call the Pitney Bowes Customer
Centre 1.800.672.6937 (M-F 8:00 AM to 8:00 PM E.T.) or visit
www.pitneybowes.ca.
To order Pitney Bowes supplies and accessories, go to:
www.pitneybowes.ca and click on Supplies
www.pitneybowes.ca and click on My Account
To download the latest version of PC Meter Connect™ software, go to:
www.pitneybowes.ca/support/default.asp and click the link to
download the software to your PC for installation.
To contact the Canada Post (CPC), visit: www.canadapost.com
Pitney Bowes Contact List

iv
Pitney Bowes Contact List
SV62683 Rev. A
This page was put in as a placeholder so you can print this entire guide in
a duplex (double-sided) mode while keeping the proper page positions.

v
Table of Contents
SV62683 Rev. A
Table of Contents
1 • Read this First
What's in this Guide ...........................................................1-1
Overview of Accounting .....................................................1-2
INVIEW™ Accounting and INVIEW™ Meter Reporting ....1-3
2 • System Setup for INVIEW™ Accounting
INVIEW Acounting Setup ...................................................2-1
Overview of INVIEW Accounting Setup (high-level steps) 2-2
Activating INVIEW Accounting ...........................................2-4
Setting Up the Accounting (Fiscal) Periods .......................2-5
Establishing a Supervisor Password .................................2-7
Turning ON/OFF Account Passwords Globally .................2-8
Setting Global Surcharges .................................................2-9
Turning Surcharges On and Off ............................... 2-10
Adding Surcharges ...................................................2-11
Clearing All Surcharges ........................................... 2-12
Setting a Station ID ..........................................................2-13
Selecting a Job ID Requirement ......................................2-14
Requiring a Job ID ................................................... 2-14
Auto Clearing a Job ID ............................................. 2-14
Configuring the Optional Barcode Scanner .....................2-15
Setting the Default Scan Type .................................. 2-15
Setting Auto Enter .................................................... 2-16
Combining Barcodes ................................................ 2-17
Adding Barcode Prefixes ......................................... 2-19
Setting Up the Optional PC Transfer Utility .....................2-21

vi
Table of Contents
SV62683 Rev. A
3 • Setting Up Operators
Operator Options ...............................................................3-1
Enabling/Disabling the Operator Feature ..........................3-2
Creating Operators ............................................................3-3
Enabling/Disabling the Operator Auto Log Off Feature .....3-4
Viewing and Editing Operators ..........................................3-5
Deleting Operators ............................................................3-7
4 • Setting Up and Working With Accounts
Account Options ................................................................4-1
INVIEW™ Accounting Structure ........................................4-3
Creating a New Account (Top Level) .................................4-5
Creating a Sub Account or SubSub Account .....................4-7
Viewing and Editing Accounts ...........................................4-8
Clearing Account Data .......................................................4-9
Deleting an Account .........................................................4-10
5 • Running Mail
Home Screen with INVIEW™Accounting Activated .............5-1
Selecting an Account to Track Postage .............................5-2
Applying Postage ...............................................................5-3
Selecting a Class or Special Service .................................5-3
Entering a Batch Surcharge or Discount ...........................5-4
Selecting Job IDs ...............................................................5-6
6 • Transaction Options
Transaction Options...........................................................6-2
Printing the Transaction Log ..............................................6-2
Adding a Manual Transaction ............................................6-2
Transferring Transaction Data ...........................................6-4
Clearing the Transaction Log .............................................6-5
Setting the Condition for the Full Log Warning ..................6-6
Defining the Action to Take When the Log is Full ..............6-7

vii
Table of Contents
SV62683 Rev. A
7 • Running Reports
Accounting Reports Overview ...........................................7-1
Account Reporting Options ................................................7-2
Transaction Log Report .....................................................7-3
Account Summary .............................................................7-4
Quick Profile Report ..........................................................7-5
Accounting Setup Report ...................................................7-6
Account List Report ...........................................................7-7
Account Speed Code List Report ......................................7-8
Operator List ......................................................................7-9
Custom Reports ...............................................................7-10
Creating a Custom Report ........................................7-11
Selecting a Custom Report to Print .......................... 7-12
Viewing and Editing a Custom Report ..................... 7-14
Deleting a Custom Report ........................................ 7-15
8 • Closing Out Fiscal Periods
Overview ............................................................................8-1
Closing Out a Fiscal Year ..................................................8-2
Standard Accounting Periods ..................................... 8-2
Custom Accounting Periods ....................................... 8-3
9 • Troubleshooting
Troubleshooting INVIEW™Accounting ..............................9-1
Error Message/Warning Table ...........................................9-1
Index

viii
Table of Contents
SV62683 Rev. A
This page was put in as a placeholder so you can print this entire guide in
a duplex (double-sided) mode while keeping the proper page positions.

1-1
SV62683 Rev. A
1 • Read This First
What's in this Guide
Section Description
Chapter 1
Read This First
Provides an overview of INVIEW accounting, as well as
the powerful online INVIEW options that can augment
the INVIEW transactions captured in your machine.
Chapter 2
System Setup
for INVIEW™
Explains how to configure your system to use the
INVIEW™ Accounting system
Chapter 3
Setting Up
Operators
Describes how to create, edit and delete operators
Chapter 4
Setting Up and
Working With
Accounts
Tells you how to set up individual accounts, and edit and
delete existing accounts
Chapter 5
Running Mail
Describes how to run mail with INVIEW™ Accounting
activated
Chapter 6
Transaction
Options
Describes how to enter manual transactions and how to
view, clear or void transactions.
Chapter 7
Running
Reports
Explains how to run accounting reports provided with
your system and how to create customized accounting
reports for your organization
Chapter 8
Closing Out
Fiscal Periods
Describes how to print reports and/or transfer your data
when a fiscal period ends.
Chapter 9
Troubleshooting
Describes how to handle accounting errors or warnings
you may encounter on your system

1-2
1 • Read This First
SV62683 Rev. A
Overview of INVIEW™ Accounting
The information in this manual describes how to set up the INVIEW™
Accounting feature. An accounting feature on a mailing system
allows you to track your postage costs by categories. These
categories can represent whatever makes sense to your organization
- departments, people, locations, projects, etc. In advanced
accounting features such as INVIEW™ Accounting, you can further
categorize your costs using subaccounts, and even subsubaccounts.
Tracking your mailing expenses with categories allows you to manage
your postal costs in a more efficient manner by knowing who (or what
department) is using what type of postage to ship what type of mail.
With this model of mailing machine, you also have a choice of using
Standard Accounting, Budget Manager, or Business Manager as
your accounting package.

1-3
1 • Read This First
SV62683 Rev. A
INVIEW™ Accounting and INVIEW™ Meter Reporting
INVIEW™ Meter Reporting
Besides the INVIEW™ Accounting reports and information you can
run from your machine, there is a optional web-based solution
available from Pitney Bowes that allows you to view and consolidate
meter usage from multiple machines in your organization. This
solution is called INVIEW™ Meter Reporting and is accessible from
the Pitney Bowes website when you logon to My Account.
The INVIEW™ Meter Reporting system allows you to view and
analyze your postage meter activity for one meter, one location,
or across your entire enterprise. The meter activity for each meter
is transferred to the INVIEW™ Meter Reporting system whenever
you connect your meter to the Pitney Bowes Data Center to refill
postage, check on available funds in your Postage By Phone
account, or during other inspection or maintenance processes.
The system provides a series of charts and reports that summarize
the usage activities from selected meters for user-defined periods of
time. The charts and reports are organized into different page tabs
that group similar information together to keep web site navigation
simple.
Charts and reports are generated using standardized input fields that
allow you to select a specific report and specify a date range and
meter selection to determine what information is to be displayed. You
also have the ability to export your information to print format (PDF),
spreadsheet format (Excel), and standard CSV (comma separated
variable) file format.
In addition, the system provides a comprehensive set of user-defined
preferences you can use to tell the system how to group and identify
each of your postage meters. You can:
• Assign meaningful customized names to identify your meters
and to identify the locations at which they are installed
• Create meter groups that enable you to easily select and
view information from meters that perform similar roles across
locations
• Assign a reference code to each meter that will allow you to
associate usage information (pieces and postage cost) to an
internal reference such as a chargeback code or purchase order
number.

1-4
1 • Read This First
SV62683 Rev. A
Accounting Reports Option of INVIEW™ Meter Reporting
The Accounting Reports option within the INVIEW™ Meter Reporting
system offers unparalleled flexibility in accessing and presenting in-
formation about where, how, and when postage is used within your
organization, based on account information. Like meter activity, the
account activity for each meter is transferred to the INVIEW™ Meter
Reporting system whenever you connect your meter to the Pitney
Bowes Data Center to refill postage, check on available funds in your
Postage By Phone account, or during other inspection or mainte-
nance processes.
The Accounting Reports option can support account information up-
loaded from mailing machines using INVIEW™ Accounting, Budget
Manager, or Business Manager accounting systems.
The Accounting Reports option allows you to see:
• the most used accounts by mail pieces and or postage. These
results can be displayed as a stacked bar chart or as a table.
• the number of pieces and total dollars charged to each account.
The total charged includes the postage, additional fees such as
delivery confirmation, and any surcharges applied by the mail cen-
ter. Subtotals are provided for subaccounts and subsubaccounts.
• the details for each mail class within each account. This includes
the number of pieces, total charged to each account, and break-
down of total charged as postage, additional fees such as deliv-
ery confirmation, and any surcharges applied by the mail center.
• the average cost per piece at different locations over the time
period selected. Pieces from all meters at each location are in-
cluded in the average.
• the details on specific transactions. This includes each transac-
tion, or batch of mail, grouped at the lowest level of account.
Transaction details also include the class of mail selected for
the batch (or the class determined by Weigh and Dimension on
the Way), the number of pieces processed, the postage, fees,
surcharge, total cost allocated, and the time each transaction
started and ended.
On most reports, the results for a selected time period can be
compared to another time period for instant comparison.
INVIEW™ Accounting and INVIEW™ Meter Reporting

2-1
SV62683 Rev. A
INVIEW Accounting Setup
This chapter contains the basic setup instructions necessary to run
INVIEW™ Accounting on your mailing system. Depending on your
requirements, you may need to follow all or only some of the setup
procedures listed here.
You can also create a supervisor password to limit access to setting
up accounts and accessing accounts (see later in this chapter).
In addition, you can include account information in your custom
presets. Refer to of the DM300c/DM400c/DM475 Operator Guide for
instructions on setting up custom presets.
2 • System Setup for INVIEW™
Accounting

2-2
2 • System Setup for INVIEW™ Accounting
SV62683 Rev. A
Overview of INVIEW Accounting Setup
The table below provides an overview of the process of setting up
INVIEW accounting. It also covers the entire life cycle of an account,
from creation to deletion.
Step Action Description/Procedure
1Turn On
Accounting
Feature
Turns on INVIEW Accounting. This is necessary
before you can create accounts in INVIEW. See
later section in this chapter for procedure
2Setting Up the
Accounting
Periods
Sets up your accounting periods and fiscal year.
See later section in this chapter for procedure.
3Create a
Supervisor
Password
(optional)
If you establish a Supervisor password, a user will
need to enter this password to add, edit, or delete
Accounts; and for clearing Account totals. Also,
you need to set up a Supervisor password before
you can enable Account passwords. See later
section in this chapter for procedure.
4Turn On
Accounting
Passwords
Globally
(optional)
You can turn on the requirement for all operators
to enter passwords when choosing an account.
See later section in this chapter for procedure.
i NOTE: Once this option is turned on, you will
need to enter passwords for reach of your
accounts. See also Chapter 4, Setting Up
Accounts for setting up account passwords.
5Set Global
Surcharges
(optional)
You can set up a global surcharge is that applies
to each transaction (or piece) processed by
INVIEW™Accounting. See later section in this
chapter for procedure.
6Set Station ID
(optional)
The Station ID is printed on accounting reports to
identify the mailing system where the reports were
generated. This feature is useful when you have
several different mailing systems that generate
reports. See later section in this chapter for
procedure.
8Set up Job ID
Requirement
(optional)
Job ID tracking is commonly used for tracking
expenses of projects accessed by multiple
departments within the organization like client
jobs or grants. These entries can be scanned
or entered manually by the operator before
processing a mail run. See later section in this
chapter for procedure.

2-3
2 • System Setup for INVIEW™ Accounting
SV62683 Rev. A
Overview of INVIEW Accounting Setup
Step Action Description/Procedure
9Configuration
of Barcode
Scanner
(optional)
If you are using an accounting system on your
mailing system you can set up the scanner so that
it knows what field is scanning without using a
prefix code. You can then scan the account code
or name directly from the Home screen. See later
section in this chapter for procedure.
7Set up PC
Transfer Utility
(optional)
If you are using the PC Transfer Utility, you may
need to configure the Host IP address and TCP
Port for the PC. See later section in this chapter
for procedure.
10 Create
Account
Sets up your account name (and password if
desired). See Chapter 4, Setting up Accounts for
procedure.
11 Maintain (Edit)
Account
Allows you to change various attributes of an
account. See Chapter 4, Setting up Accounts for
procedure.
12 Select
Account
Allows you to choose the specific account when
running a mail piece through the machine. See
Chapter 5, Running Mail for procedure.
13 View/Print
Account Data
Allows you to view/print the transaction data and
totals for an account.
• For viewing account data detail, see Chapter
6, Transactions Option for procedure.
• For printing account data and totals, see
Chapter 7, Reports for procedure.
14 Close Out
Fiscal Period
Explains what to do when an accounting
period (monthly, quarterly, annual, etc.) ends.
See Chapter 8, Closing Out Fiscal Periods for
procedures.
15 Clear Account
Data
Allows you to clear an account (for example, at
the beginning of a new fiscal year). See Chapter
4, Setting up Accounts for procedure.
16 Delete
Accounts
Allows you to delete an account. See Chapter 4,
Setting up Accounts for procedure.

2-4
2 • System Setup for INVIEW™ Accounting
SV62683 Rev. A
Activating INVIEW Accounting
To activate the accounting feature on your mailing system and to
select INVIEW as your accounting type, follow this procedure.
1. Press the Menu key.
2. Select Accounts. The Accounts screen displays.
i NOTE 1: If the supervisor password is enabled, you may need
to enter it to gain access to all of the accounting functions.
i NOTE 2: The type of accounting currently set for your system
is displayed next to the Accounting selection.
3. Select Acct Type. The Select Accounting Type screen displays
4. Select the appropriate option:
Select Account Type
◄ Turn Accounting OFF
◄ Standard
◄ INVIEW
• To disable the current accounting, select Turn Accounting
OFF.
• To enable the INVIEW Accounting select InView.
IMPORTANT:
• If you switch from one accounting system to another (for
example, "Standard" to "INVIEW" or vice versa), you will lose
all of the data in the original accounting system.
• Turning "OFF" the Accounting feature when you have already
started using one of the accounting types ("Standard" or
"INVIEW") is not recommended. Accounting data from this
point forward will no longer be recorded, and your accounting
data will start to go out-of-date, compromising the integrity of
that data.
• If either accounting type is enabled, you must select an
account whenever you run mail.

2-5
2 • System Setup for INVIEW™ Accounting
SV62683 Rev. A
Setting Up the Accounting (Fiscal) Periods
When you enter the start date for the fiscal year, the system
automatically determines the end date. (For example, if January 1,
2009 is the beginning of your fiscal year, the system sets the end
date as December 31, 2009.)
Once the fiscal year is set, you will need to select the number of
accounting periods. You can select one of the standard accounting
periods (none, annual, twice yearly, quarterly, and monthly) or you
can define custom account periods.
1. Press the Menu key.
2. Select Accounts. The Accounts screen displays.
i NOTE: If the supervisor password is enabled, you may need
to enter it to gain access to all of the accounting functions.
3. Press the green down arrow key and select Acct Period. The
Accounting Period screen displays.
Accounting Period
Current: 09/01/01 - 09/12/31
◄ Edit Start of Fiscal Year
◄ # Periods: 12 (Monthly)
Next End Date: 09/12/31
◄ Done
4. Select Edit Start of Fiscal Year to change the start date. Enter
the date in YYMMDD format and select Accept.
i NOTE 1: You can enter a start date that is within the current
year. For example, if today’s date is 2009/01/20, you can
enter a start date back to 2009/01/01.
i NOTE 2: Once you run a transaction you cannot change the
start date of the scal year until you clear the accounting
data, which is normally cleared when the scal year ends.

2-6
2 • System Setup for INVIEW™ Accounting
SV62683 Rev. A
Setting Up the Accounting (Fiscal) Periods
5. Select # Periods to change the number of accounting periods
during your fiscal year.
a Select the number periods for your fiscal year from the
list (Annual, Twice a year, Quarterly, Monthly, Custom). If
necessary, use the green down arrow key to scroll through
the list.
b. If you select Custom, the Custom Period screen displays.
Go to step 6. Otherwise, go to step 7.
6. You can set up two custom periods. The start date for both
periods is the date you activate the custom periods. You cannot
change the start date.
a. Select End Date 1 to set the end date for the first custom
period. Type in the date in YYMMDD format and select
Accept.
b. Select End Date 2 to set the end date for the second
custom period. Type in the date in YYMMDD format and
select Accept.
c. Select Done.
i NOTE 1: The end date for the second period must always be
the same as, or after the end for, the rst custom period.
i NOTE 2: For custom periods only, you can extend the end
dates at any time. The end date for custom period 2 must
always be the same as or after the end date for custom
period 1.
i NOTE 3: Once the end date of the custom period is reached,
you must clear the account data, extend the end date,
or both. You will be prompted to print the data before it is
cleared.
i NOTE 3: When the period expires, you will not be allowed to
run mail until you either clear the data or extend the period.
7. Select Done to save your changes.

2-7
2 • System Setup for INVIEW™ Accounting
SV62683 Rev. A
A Supervisor password can be used to prevent unauthorized account
changes within INVIEW Accounting. If you establish a Supervisor
password, a user will need to enter this password to add, edit, or
delete accounts; and for clearing account totals.
1. Press Menu.
2. Select Setup.
3. If necessary, press the green down arrow key to scroll through
the menu screens.
4. Select Lock Code/Password.
5. Select Enable Password.
6. Select Supervisor Password. If there is an existing supervisor
password, you are prompted to key in the 4-digit code.
Change Password
Enter New Password
***_
◄ Accept
Establishing a Supervisor Password
7. You then have a choice to either disable the password (if
present) or change (or establish) the password.
A. To disable the password:
Select Disable Password. When prompted, enter the
current Supervisor Password and select Accept.
B. To change or establish the password:
When prompted, enter the current Supervisor Password and
select Accept. Enter the new Supervisor Password, and
select Accept. Re-enter the new password to confirm and
select Accept. At the Password Enabled message, select
OK.

2-8
2 • System Setup for INVIEW™ Accounting
SV62683 Rev. A
Turning ON/OFF Account Passwords Globally
You can turn on or off the requirement for all operators to enter
passwords when choosing an account.
i NOTE 1: You need to set up a Supervisor password (see Chapter
7, System Options) before you can enable Account passwords.
i NOTE 2: Turning on the account password feature forces you to
select a new account, just in case your existing account uses a
password.
1. Press Menu.
2. Select Accounts.
3. Press the green down arrow key.
i NOTE: If the supervisor password is enabled, you will need
to enter it to gain access to all of the accounting functions.
4. Either Select Turn Acct Password ON or Turn Acct Password
OFF .
Accounts
Accounts In Use: 0/25
◄ Clear All Account Totals
◄ Turn Acct Password ON
◄ Turn Accounting OFF
Currently the Accounting
Password is OFF
Would you like to?
◄ Turn Acct Password ON
◄ Keep it turned OFF
i NOTE: You will need to enter passwords for each of your
accounts once this option is turned on. See Chapter 4,
Setting Up Accounts for setting up account passwords.
5. When prompted, select Turn Acct Password ON. The system
returns to the Accounts screen.