Pitney Bowes DM475 series Manual

DM475™
Digital Postage Meter
Operator Guide
Canada English Version
SV62415 Rev. B
April 2016
Postage Meters

SV62415 Rev. B ©2016 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.
E-Z Seal, Postage By Phone, Purchase Power, PC Meter Connect, DM Series,
and INVIEW Accounting are trademarks or registered trademarks of Pitney
Bowes Inc. ENERGY STAR is a registered trademark of the United States
Environmental Protection Agency. USPS is a registered trademark of the
United States Postal Service. Windows is a trademark of Microsoft Corporation.

Declaration of Conformity According to FCC Rules Part 2 ,
Paragraph 2.1077
This device complies with Part 15 of the FCC Rules. Operation is subject to the
following two conditions: (1) this device may not cause harmful interference, and
(2) this device must accept any interference received, including interference that
may cause undesired operation. Responsible party: Pitney Bowes Canada,
5500 Explorer Drive, Mississauga, Ontario L4W 5C7.
This equipment has been tested and found to comply with the limits for a
Class A digital device, pursuant to part 15 of the FCC Rules. These limits
are designed to provide reasonable protection against interference when
the equipment is operated in a commercial environment. This equipment
generates, uses, and can radiate radio frequency energy and, if not installed
and used in accordance with the instruction manual, may cause interference
to radio communications. Operation of this equipment in a residential area is
likely to cause interference in which case the user will be required to correct
the interference at his own expense.
CAUTION: Changes or modications to this equipment
not expressly approved by the party responsible for
compliance could void the user’s authority to operate the
equipment.
Shielded I/O and USB cables must be used with this equipment to ensure
compliance with the limits. Use of unshielded cables is prohibited.
Servicing
This equipment is not intended to be serviced by the user. Please refer to the
warranty information if problems occur. The responsible party is Pitney Bowes
Canada, 5500 Explorer Drive, Mississauga, Ontario L4W 5C7. All service
and supply inquiries can be done by calling 1-800-672-6937 and following the
telephone prompts. Customer Service Representatives are available Monday
through Friday, 8:00 AM - 8:00 PM ET.
Industry Canada
This product meets the applicable Industry Canada technical specications.
The Ringer Equivalence Number (REN) is an indication of the maximum
number of devices allowed to be connected to a telephone interface. The
Ringer Equivalence Number (REN) of this terminal equipment is 1.0 (with the
exception of the K7M0, which is 0.3). The termination on an interface may
consist of any combination of devices subject only to the requirement that
the sum of the RENs of all devices does not exceed ve.
The abbreviation, IC, before the registration number signies that registration
was performed based on a Declaration of Conformity indicating that Industry
Canada technical specications were met. It does not imply that Industry
Canada approved the equipment.

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.

Pitney Bowes Contact List
vSV62415 Rev. B
Machine Identification
Product Name: DM475 Digital Mailing System
PCN: Refer to the label on the back of your DM475
NOTE: If you need to contact customer support, refer to What
Information You Need to Provide Customer Support before making
the call.
Resources
For Account Information
Visit us online at:
(English) pitneybowes.com/ca and sign in.
(French) pitneybowes.com/ca/fr and sign in.
For Customer Support
Visit us online at:
(English) pitneybowes.com/ca and click on Support
(French) pitneybowes.com/ca/fr and click on Soutien
For Supplies
Visit us online at:
(English) pitneybowes.com/ca and click on Shop
(French) pitneybowes.com/ca/fr and click on Magasin
To contact the Canada Post (CPC), visit: www.canadapost.com

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.

Table of Contents
viiSV62415 Rev. B
1 • Introduction
What's in this Guide...........................................................1-2
About Your Digital Mailing System.....................................1-3
Postal Requirements .........................................................1-4
Sections of the Meter Stamp .............................................1-5
What is IntelliLink®?...........................................................1-5
About Constant Connection...............................................1-6
Other Sources of Information ............................................1-6
Important Safety Notes......................................................1-7
Important Telephone Safety Instructions ...........................1-9
2 • Getting to Know Your System
Parts of the Machine..........................................................2-2
Control Panel.....................................................................2-4
Connections on Back of Machine......................................2-6
Special Warning for Not Moving DM475 by Yourself.........2-7
3 • Running Mail
Home Screen.....................................................................3-2
Before Applying Postage ...................................................3-3
Checking Funds (Postage) Availability in Machine .... 3-3
Selecting a Class or Special Service ......................... 3-4
Before Selecting or Changing a Class ....................... 3-4
Selecting an Account to Track Postage ..................... 3-5
Using Presets to Speed the Rating Process.............. 3-6
Processing Letter Mail.......................................................3-7
Processing Lettermail with Integrated Weigh Platform 3-7
Processing Lettermail Using Manual Weight Entry.... 3-8
Processing Incentive Lettermail ................................. 3-9
Automatically Feeding of Envelopes........................ 3-10
Table of Contents

Table of Contents
viii SV62415 Rev. B
Processing Parcels..........................................................3-12
Processing a Parcel Using the Optional Parcel Rate
Module ........................................................................ 3-12
Printing a Statement of Mailing or Manifest Payment3-14
Printing a Single Tape .............................................. 3-15
Printing Multiple Tapes ............................................. 3-15
Adding Postage to Correct a Mail Piece..........................3-16
Correcting a Date on a Mail Piece...................................3-17
Using WOW® (Weigh-on-the-Way) ........................................ 3-18
Using Differential Weighing .............................................3-19
Checking and Clearing the Batch Count .........................3-22
Viewing (Checking) the Batch Count ....................... 3-22
Printing the Batch Count .......................................... 3-23
Clearing the Batch Count......................................... 3-23
4 • Printing Options
Printing Options Overview.................................................4-2
Sections of the Meter Stamp .............................................4-3
Printing a $0.00 Meter Stamp............................................4-3
Auto-Advance of Printed Date for the Meter Stamp ..........4-3
Manually Changing Printed Date for the Meter Stamp......4-4
Sealing Envelopes without Printing a Meter Stamp...........4-5
Printing the Date and Time or Ad (no meter stamp) ..........4-6
Adding/Removing an Envelope Ad to the Meter Stamp ....4-7
5 • Normal and Custom Presets
What is a Preset? ..............................................................5-2
Why Should I Use Presets?...............................................5-2
Normal Preset....................................................................5-3
Selecting the Normal Preset ...................................... 5-3
Defining New Values for the Normal Preset............... 5-3
Custom Presets.................................................................5-5
Selecting Custom Presets.......................................... 5-5
Viewing a Custom Preset .......................................... 5-5
Defining Custom Presets ........................................... 5-6
Editing a Custom Preset Name.................................. 5-8

Table of Contents
ixSV62415 Rev. B
Overwriting (Save New Settings for) Custom Preset . 5-8
Deleting a Custom Preset .......................................... 5-9
6 • Adding Postage/Connecting to the Data Centre
Postage and Your Machine................................................6-2
Establishing Communications Between Your Machine and
the Pitney Bowes Data Centre ..........................................6-2
Downloads from the Data Centre to Your Machine ...............6-3
Using LAN Network (Constant Connection) to Establish
Communications with the Data Centre ...............................6-6
Checking Funds (Postage) Availability in Machine............6-7
Checking Your Postage By Phone®Account Balance .......6-8
Adding Postage .................................................................6-9
Printing a Funds Report................................................... 6-11
Downloading Files or Updating System...........................6-12
Settings for Connecting to the Data Centre .......................6-13
LAN Connection Settings......................................... 6-13
Data Centre Distributor Settings .............................. 6-14
7 • System Options
System Options Overview .................................................7-2
Basic Options ....................................................................7-3
Setting the Time, Date, and Timeouts........................ 7-3
Changing Language................................................... 7-8
Adjusting the Contrast of the Display......................... 7-8
Setting Postage Limits (Funds Warnings).................. 7-9
Enabling, Changing or Disabling Lock Codes and
Passwords ............................................................... 7-10
Configuring the Tape Button..................................... 7-13
Serial Port ................................................................ 7-13
Advanced Options ...........................................................7-14
Meter Withdrawal (Withdrawing Postage Funds)..... 7-14
Running Install Mode ............................................... 7-15
8 • Standard Accounting Option
Overview of Accounting Options........................................8-3

Table of Contents
xSV62415 Rev. B
Activating/Setting Up Standard Accounting Option ...........8-4
Turning On Accounting ......................................................8-6
Turning Off Accounting ......................................................8-6
Turning On Account Passwords ........................................8-7
Turning Off Account Passwords ........................................8-8
Creating New Accounts .....................................................8-9
Editing Account Names and Passwords..........................8-10
Selecting An Account to Track Postage........................... 8-11
Displaying Account Totals................................................8-12
Printing Account Reports.................................................8-13
Printing to an Attached Printer ................................. 8-13
Printing on an Envelope or Tape Strip...................... 8-14
Clearing All Account Totals ..............................................8-16
Deleting Accounts............................................................8-17
9 • Reports
Overview of Reports..........................................................9-2
Last 5 Refills Report ..........................................................9-3
Funds Report.....................................................................9-3
Accounts............................................................................9-4
Single Accounts Report.............................................. 9-4
Multi-Account Summary Report ................................. 9-4
Account List Report.................................................... 9-4
System Setup Report ........................................................9-5
Error Report.......................................................................9-5
Configuration Report .........................................................9-6
Software Version Report....................................................9-6
Rates Summary Report.....................................................9-6
Printing a Report................................................................9-7
Printing to an Attached Printer ................................... 9-7
Printing on an Envelope or Tape Strip........................ 9-7
10 • Scale Options
Scale Options Overview ..................................................10-2
Zeroing the Scale ............................................................10-3

Table of Contents
xiSV62415 Rev. B
Rate the Mail on Scale ....................................................10-3
Key In Postage ................................................................10-3
Turning Auto Scale On or Off...........................................10-4
Change/Retain Class (When a New Piece is Put On).....10-5
Change/Retain Destination (When Selecting New Class)10-6
WOW®(Weigh-on-the-Way) and Shape-Based Rating ...10-7
Turning On WOW® Mode ........................................ 10-7
W1P- Weigh First Piece Mode (a WOW® Mode) ... 10-8
WOW® (Weigh-on-the-Way) Weight Limit............... 10-8
WOW® (Weigh-on-the-Way) Start Key.................... 10-9
Setting the Discount Code...............................................10-9
Setting the Scale Location Code ...................................10-10
11 • Maintenance
Printing a $0.00 Meter Stamp.......................................... 11-2
Messages Indicating Ink Tank Cartridge Maintenance .... 11-2
Replacing the Ink Tank Cartridge .................................... 11-3
Printer Maintenance ........................................................ 11-6
Printing a Test Pattern...............................................11-6
Cleaning the Printer Nozzle ......................................11-7
Replacing the Print Head ..........................................11-8
Filling the Moistener ...................................................... 11-10
Maintaining the Moistener ............................................. 11-11
Cleaning the Stripper Blade/Brush Assembly ........11-11
Cleaning the Shield and Wick .................................11-13
Cleaning the Feeder Exit Sensor ............................11-15
12 • Troubleshooting
Getting Help.....................................................................12-2
Messages on the LCD Display ........................................12-2
Blank Display...................................................................12-2
Display Difficult to Read ..................................................12-3
Printing Problems ............................................................12-3
Feeding Problems (stalled envelopes) ...........................12-4
To avoid stalled envelopes....................................... 12-4
To clear stalled envelope in printer area .................. 12-4

Table of Contents
xii SV62415 Rev. B
To clear stalled envelope in feeder/WOW area.............12-5
Moistening Problems (envelopes don't seal)...................12-7
Mail Transport Error Messages ..........................................12-8
Problems Connecting to Data Centre via LAN Network....12-9
Viewing System Configuration Levels ...........................12-10
13 • Supplies and Options
Supplies and Accessories ...............................................13-2
Options ............................................................................13-2
Weighing Platform.................................................... 13-2
Advertisements ........................................................ 13-3
Departmental Accounting......................................... 13-3
Appendix A • Specifications
Equipment Specifications ................................................. A-1
Material Specifications...................................................... A-3
Appendix B • Glossary
Index

Table of Contents
xiiiSV62415 Rev. B
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.

1-1SV62415 Rev. B
This chapter lists the key features of your mailing system,
tells you what's in this guide, and presents important safety
information.
What's in this Guide............................................................1-2
About Your Digital Mailing System......................................1-3
Postal Requirements ..........................................................1-4
Sections of the Meter Stamp ..............................................1-5
What is IntelliLink®?............................................................1-5
About Constant Connection................................................1-6
Other Sources of Information .............................................1-6
Important Safety Notes.......................................................1-7
Important Telephone Safety Instructions ............................1-9
1 • Introduction

1-2
1 • Introduction
SV62415 Rev. B
What's in this Guide
Section Description
Chapter 1
Introduction
Describes the key features of your mailing system. It
also includes important safety notes.
Chapter 2
Getting to Know
Your System
Explains the purpose and shows the location of each
control and machine feature. Please read this section
carefully.
Chapter 3
Running Mail
Explains how to process mail. The operations covered
here are the ones you'll use most often.
Chapter 4
Printing Options
Explains your printing options for incoming and outgoing
mail.
Chapter 5
Normal and
Custom Presets
Explains the Normal and Custom Presets feature for
saving commonly-used settings on your machine
Chapter 6
Adding Postage
/Connecting to
Data Centre
Explains how to connect your system to the Pitney
Bowes Data Centre so you can add postage and
download the latest postal rates and software to your
meter
Chapter 7
System Options
Provides step-by-step instructions for customizing
system operation to suit your own needs
Chapter 8
Standard.
Accounting
Provides instructions for setting up the optional standard
accounting feature.
Chapter 9
Reports
Provides you with a description of reports you can print
on your system
Chapter 10
Scale Options
Provides instructions for setting up the optional weighing
platform.
Chapter 11
Maintenance
Explains how to check print quality and take care of the
ink cartridge and moistener.
Chapter 12
Troubleshooting
Explains how to fix common problems and tells you
what error messages mean.
Chapter 13
Supplies/Options
Lists the supplies and options that add to the versatility of
your mailing system and the productivity of your mailroom.
Appendix A
Specifications
Provides material and equipment specifications.
Appendix B
Glossary
Explains terms unique to the world of mailing.

1-3
1 • Introduction
SV62415 Rev. B
About Your Digital Mailing System
Your digital mailing system's advanced features include:
• ENERGY STAR®compliant design lowers operating costs and
helps preserve the environment
• Large, easy-to-read display shows system status and prompts
you through setup operations
• Sautomatic envelope feeding, transport, and auto-eject
• Weigh-On-The-Way® (WOW®) feature increases your
productivity by weighing the piece of mail and applying the
correct postage as it travels through the mailing machine.
• Automatic date advance
• User-selectable ad slogans and inscriptions
• Convenient and simple postage refills via Postage By Phone®
(requires a LAN Internet connection)
• Stacker neatly stacks finished envelopes
• Ink jet printing technology provides clear, crisp imprints
• Weighing platform weighs mail pieces (optional)
• Integrated rating feature calculates correct postage
• Date and time stamp for use on incoming mail or on sensitive
documents
• Accounting feature tracks postage costs by department
(optional)
• Password protection limits access to authorized personnel
• Full 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 and
for adding peripherals such as an optional scanner or printer

1-4
1 • Introduction
SV62415 Rev. B
Postal Requirements
The meter on your mailing machine is licensed by Canada Post and
you must follow some basic requirements.
• The digital indicia must show the correct date and postage amount.
• The digital indicia must bear the postal code of the location
where your system is registered (i.e., your business address).
• If you move to another postal code location, you must update the
postal code. Contact Pitney Bowes (see page v) when you need
to do this.
• Each time you add postage to the machine, the Pitney Bowes Data
Centre automatically performs a postal inspection.
iNOTE: If the interval between inspections is more than 60
days, your machine's display prompts "Inspection Due." If
the interval between inspections is more than 90 days, the
display prompts "Inspection Required." At this point, you
won't be able to use your mailing system until your system
is inspected. In either case, to satisfy the postal inspection
requirement, simply:
• Follow the prompts on the "Inspection Due" screen or
• Press Refill Postage and select "Check PBP Account
Balance" (which will not decrease or change the funds in
your account).
• The tape sheets for putting postage on larger items must conform
to postal specifications. To order tapes that meet Canada Post
requirements, see Chapter 10, Supplies and Options.

1-5
1 • Introduction
SV62415 Rev. B
What is IntelliLink™?
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 via internal modem
You can add funds to your machine electronically via the Pitney
Bowes Postage By Phone® (requires a LAN internet connection).
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 and optional product
enhancements.
Keep Your System Current
Software download capability means you'll always have the latest
version of your machine's operating system.
Sections of the Meter Stamp
These are the sections that make up the meter stamp printed on
your mail piece.
Envelope Ad Encrypted
Canpost Indicia
Postage
Applied
DatePostal Code of
postage meter
Optional Printing Required Printing
Meter Serial
Number

1-6
1 • Introduction
SV62415 Rev. B
Other Sources of Information
Other sources of information for your machine include:
• The DM475 Quick Reference Guide has condensed versions of
many of the topics covered in this book. You can normally store
this handy guide in the storage slot in the stacker tray.
• The Pitney Bowes Contact List on page v, which provides helpful
websites and phone numbers.
About Constant Connection
Constant Connection is an option that allows you to connect your
machine to the Pitney Bowes Data Centre via a LAN network that
has Internet access.
To use, plug one end of the Ethernet cable (supplied) to your Internet
LAN network port and the other end to the LAN port on the back of
the machine (see also Chapter 6, Adding Postage).
You may leave this connected on a permanent basis; hence the
name "constant connection".

1-7
1 • Introduction
SV62415 Rev. B
Important Safety Notes
Follow the normal safety precautions for all office equipment.
• Please read all instructions before you attempt to operate the
system. Save these instructions for future use.
• Use only Pitney Bowes-approved supplies, in particular aerosol
dusters. Improper storage and use of aerosol dusters or
flammable aerosol dusters can cause an explosive-like condition
that could result in personal injury and/or property damage.
Never use aerosol dusters labeled flammable and always read
instructions and safety precautions on the duster label.
• Use the power cord supplied with the machine and plug it into
a properly grounded wall outlet that's located near the machine
and easily accessible. Failure to properly ground the machine
can result in severe personal injury and/or fire
• The power cord wall plug is the primary means of disconnecting the
machine from the AC supply. The unit is on whenever it is plugged
into a live receptacle, even though the operator display may be blank.
• Place the mailing machine base close to an easily accessible
wall outlet. DO NOT use a wall outlet controlled by a wall switch
or one that is shared with other equipment.
• Do not use an adapter plug on the line cord or wall outlet.
• Do not remove the ground pin from the line cord.
• Make sure the area in front of the wall outlet into which the
machine is plugged is free from obstruction.
• DO NOT route the power cord over sharp edges or trap it
between pieces of furniture. Make sure there is no strain on the
power cord.
• To reduce the risk of fire or electrical shock, DO NOT attempt
to remove covers or disassemble the control panel or its base.
The cabinet encloses hazardous parts. If you should drop or
otherwise damage the unit, call Pitney Bowes.
• To obtain Material Safety Data Sheets (MSDS) for OSHA
requirements, please go to www.pb.com/msds. When
prompted, enter the product name, manufacturer, the Pitney
Bowes MSDS Number, or reorder number of the item you are
interested in.