Pitney Bowes SendPro HVF1 User manual

Shipping & Mailing
Mailing Equipment &Software
SendPro® MailCenter
HVF1, HVF2, HVF3
User Guide
US English Edition
SV63406 Rev. A
January 25, 2023

©2023 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.
The use of this information by the recipient or others for purposes other than the training of customers
on Pitney Bowes equipment may constitute an infringement of intellectual property rights of Pitney
Bowes, and Pitney Bowes assumes no responsibility for any such use of the information.
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.
Except as provided in writing, duly signed by an officer of Pitney Bowes, no license either express or
implied, under any Pitney Bowes or third party’s patent, copyright or other intellectual property rights is
granted by providing this information.
PB Postage™ is a trademark of Pitney Bowes Inc.

The SendPro® MailCenter User Guide is designed to assist in the daily operations of the device. Use
this book as a reference, as it includes system operating procedures.
Version History
Document Part Number Release Date Comments
SV63406 Rev. A January 2023 Initial release
Other Resources
This section identifies other resources that may be helpful when working with the SendPro®
MailCentersystem.
About this Book
Pitney Bowes User Guide January 2023 3

This page intentionally left blank.

1 - Getting Started
The Home screen 9
Parts of the SendPro MailCenter 10
System specifications 13
Manual adjustments 16
Weigh-On-The-Way® (W-O-W®)/Shape Based Rating 17
Viewing the onscreen keyboard 17
Shutting down your system 17
2 - Accounting
Creating an account 19
Editing an account 20
3 - Connectivity
Networking and connectivity options 23
Networking and connectivity details 23
Networking and connectivity Frequently Asked Questions 28
4 - Mailing and Shipping
Running mail - quick start 33
Run Mail screen icons and buttons 33
Run Mail options 35
Running mail - step-by-step 36
Preparing and feeding the mailpieces 37
Mailing a package 38
Table of Contents
Pitney Bowes User Guide January 2023 5

Printing a date correction 39
Printing a postage correction 40
Creating a new job 40
Changing the sealing method 41
Changing or selecting the weighing method 42
Changing the machine speed 42
CertifiedMail 42
Sending E-Certified Mail 43
Sending mail using Electronic Return Receipt (ERR) 44
Changing the envelope or tape quantity 46
Adding or changing a text message or return address 46
5 - Maintenance
Installing a new tape roll 49
6 - Postage Funding
Adding or refilling postage 53
Checking your balance at Pitney Bowes 54
Finding your PB Postage account number 54
Viewing the refill history 54
7 - Jobs
Jobs overview 57
Creating a new job from the Jobs screen 57
Creating a new job from the Run Mail screen 57
Opening a job 58
Setting the default job 58
8 - Product Information
Postal Security Device 61
Pitney Bowes User Guide January 2023 6

9 - Rates and Updates
Checking for rates and software updates 63
Setting the time to check for updates 63
Performing the rate updates 63
Viewing the update history 64
10 - History and Reports
Printing a funds report 67
Reprinting a refill receipt report 67
Printing a refill summary report 68
11 - Scales and Weighing
Zeroing the scale while running mail 71
12 - Sealing
Setting or changing Seal Only mode 73
13 - Safety
Safety information 75
Pitney Bowes User Guide January 2023 7

1 - Getting Started
In this section
The Home screen 9
Parts of the SendPro MailCenter 10
System specifications 13
Manual adjustments 16
Weigh-On-The-Way® (W-O-W®)/Shape Based
Rating 17
Viewing the onscreen keyboard 17
Shutting down your system 17

The Home screen
The Home screen is the first screen displayed when you log onto the system. It contains all of the
application tiles you need to start any of the system applications including Run Mail, Print Shipping
Label, Ship a Package, Receive a Package, and Tools.
You can select the various functions within an application tile by pressing the appropriate button. For
example, to start running mail, press the Run Mail button within the Mailing tile.
Tools
The Tools tile also provides buttons for direct links to web sites providing additional resources and
support for your mailing operation:
lVerify Address - Enter any delivery address to verify accurate Postal data, including spelling or
accurate ZIP Codes. Provide reason codes for non-matches. Print shipping labels in standard
USPS 4”x 6” format on bottom half of 8.5” x 11” sheet.
lYour Account @ pb.com- Provides unlimited access to your account at pitneybowes.com.
You can place a service call, access USPS tracking and value added services, check order
status (product or service call), access service chat, and access supplies chat within thePitney
BowesStore.
lPresort Savings and Services - Activating Presort Savings account gets you up to 15% of
postage discount on qualifying mail, free pickup of eligible mail, delivery point Validation and
Move Update processing.
lBuy Supplies- Provides direct access to the Pitney Bowes Supply Line where you can
purchase envelopes and paper, ink and toner, office products, and supplies for your SendPro
MailCenter system.
lTrack a Package - Track your USPS, UPS, FedEx or DHL/Airborne packages. Print status
directly. View map and detailed information for each carrier as information is available.
lTools and Apps - Learn about all the different machines on offer from Pitney Bowes, access
support, the Pitney Bowes shop and sign in to your account.
Getting Started
Pitney Bowes User Guide January 2023 9

Parts of the SendPro MailCenter
1. The touchscreen allows you to communicate with the device and the built-in postage meter
(Postal Security Device). Your device comes equipped with a 10.2" touchscreen. An optional
15" touchscreen is also available.
2. The Postal Security Device (PSD) contains the funds and performs all of the calculations
necessary to print postage that comply with the latest USPS standards. It is located beneath the
PSD cover on the back of the device.
3. The envelope sealant bottle contains the E-Z Seal® used for moistening envelopes. It is located
under the main cover, on the left.
4. The device uses tape to print reports and postage for packages or pieces of mail that are
outside the limits specified for mailing materials. SendPro® MailCenter, SendPro MailCenter
and SendPro MailCenter systems use adhesive tape only. SendPro MailCenter systems can
use either adhesive or gummed tape. The tape is located under the supplies cover, on the right.
5. The ink cartridges contain the ink used to print postage, as well as any additional items (graphic
ad, text message, return address, etc.) you want to appear on your mailpiece.
Getting Started
Pitney Bowes User Guide January 2023 10

6. The tape sealant bottle is an optional feature for SendPro MailCenter devices. It contains the E-
Z Seal® used for moistening gummed tape. The tape sealant bottle is located to the right of the
printer module, behind the stacker.
7. The wet/dry tape lever is an optional feature for SendPro MailCenter devices. Use this lever to
set the type of tape you are using on your system. The wet/dry tape lever is located to the right
of the printer module, behind the stacker.
Push the lever to the right for dry tapes or pressure-sensitive tapes.
Push the lever to the left for wetting gummed tapes.
8. The stacker is where mail is deposited after the postage is applied to the piece of mail. It is
located on the right side of the system. The drop stacker shown here is available with every
device. An optional power stacker is also available.
9. The print heads produce the printed postage.
10. Ink is deposited in the waste ink tray during the print head cleaning process. The device will alert
you when the waste tray is nearing full capacity.
11. The moistener pad assembly moistens the flaps on the envelope. The moistener pad assembly
is located beneath the moistener deck on SendPro® MailCenter devices. To access it, lift the
top release lever and then use the blue notch to pull on and open the moistener deck.
Getting Started
Pitney Bowes User Guide January 2023 11

12. The thickness adjustment knob is located beneath the feeder cover. Turn this knob to adjust for
the thickness of the envelopes. To set, turn the knob until the arrow on the knob lines up with the
arrow to the right as shown below. The arrow on the knob snaps into position.
lSendPro MailCenter, SendPro MailCenter and SendPro MailCenter devices:
lSetting 1: Use this setting for postcards mailpieces that are 0.007 inches (0.18 mm) to
0.375 inches (9.52 mm) thick
lSetting 2: Use this setting for mailpieces that are greater than 0.375 inches (9.52 mm)
to the maximum of 0.625 inches (15.9 mm) thick
lSendPro MailCenter devices:
lSetting 1: Use this setting for postcards and mailpieces that are less than 0.25 inches
(6.35 mm) thick
lSetting 2: Use this setting for mailpieces that are greater than or equal 0.25 inches
(6.35 mm) thick, but less than 0.50 inches (12.7 mm) thick
lSetting 3: Use this setting for mailpieces that are greater than or equal to 0.50 inches
(12.7 mm) thick, but less than 0.625 inches (15.9 mm) thick
lSetting 4: Use this setting for mailpieces that are greater than or equal to 0.50 inches
(12.7 mm) thick, but less than 0.625 inches (15.9 mm) thick
13. The moveable side guide at the front of the feed deck is used to stabilize the envelope position
when feeding it. Note that the side guide is optional feature on SendPro MailCenter devices.
14. The power button turns the device on and off. This is located on the lower left side of the feed
deck.
15. The feed deck is the area where you load the envelopes. If you have a SendPro MailCenter,
SendPro MailCenter or SendPro MailCenter system, this feeds the envelopes to the WEIGH-
ON-THE-WAY® (W-O-W®) transport deck.
Getting Started
Pitney Bowes User Guide January 2023 12

System specifications
Power requirements
100-240 VAC, 50/60 Hz., 6.4-3.0 A
Operating temperature
Maximum room ambient 104°F 40°C
System dimensions
SendPro® MailCenter 1000
Length: 37.5 in 953 mm
lWith drop stacker fully extended, add 17.5 in 394 mm
lWith optional power stacker fully extended, add 47.5 in 1207 mm
Depth with printer cover open: 23.5 in 597 mm
Height: 24 in 610 mm
SendPro® MailCenter 2000
Length: 52.5in 1334 mm
lWith drop stacker fully extended, add 17.5 in 394 mm
lWith optional power stacker fully extended, add 47.5 in 1207 mm
Depth with printer cover open: 23.5 in 597 mm
Height: 24 in 610 mm
SendPro® MailCenter 3000
Length: 61 in 1549 mm
lWith drop stacker fully extended, add 17.5 in 394 mm
lWith optional power stacker fully extended, add 47.5 in 1207 mm
Getting Started
Pitney Bowes User Guide January 2023 13

Depth with printer cover open: 23.5 in 597 mm
Height: 24 in 610 mm
Weights
SendPro® MailCenter 1000: : 110 lb 50 kg
SendPro® MailCenter 2000: : 150 lb 68 kg
SendPro® MailCenter 3000: : 165 lb 75 kg
Capacities, Features, and Throughput
Touch screen display
l15 inch
FeederType
lSendPro MailCenter 1000: Non W-O-W® (HVF1) feeder
lSendPro MailCenter 2000: W-O-W® (HVF2) feeder
lSendPro MailCenter 3000: Optional W-O-W® (HVF3) feeder
Feeder Deck
lSendPro® MailCenter 1000 and SendPro MailCenter 2000: Standard - letter mail and flats
lSendPro MailCenter 3000: Extra wide feed deck, letter mail and flats
Sealer Capacity
Approximately 3900 #10 single-insert mailpieces
Sealer Type
Pump-fed pad with sealing rollers
Printer
lHigh speed dual-printing technology, at 1200 DPI (vertical)
lMono printer Mmodule – prints both postal red and black.
Getting Started
Pitney Bowes User Guide January 2023 14

Print head life
800,000 cycles for full IBI Indicia
Ink capacity (in full size USPS IBI-C indicia)
lSmall cartridge: 8,000 mailpieces
lMedium cartridge: 18,000 mailpieces
lLarge cartridge: 45,000 mailpieces
Ink Cartridge Life
lShelf life: maximum of 24 months from date of manufacture
lIn use life: maximum of 30 months from date of manufacture - includes any time on shelf before
first use
Tape Method
lSendPro® MailCenter 1000 and SendPro® MailCenter 2000: Adhesive tape
lSendPro® MailCenter 3000: Adhesive or gummed tape
Tape
5 inch roll, approximately 600 indicias per roll, without graphic ads
Throughput
Range of speed options available.
lSendPro® MailCenter 1000Non W-O-W®: 3-speeds, 130 (standard), 160, and 180 letters/min
lSendPro® MailCenter 2000: Non W-O-W®: 3-speeds, 130 (standard), 160, and 180 letters/min
lSendPro® MailCenter 2000:W-O-W®: 3-speeds, 70 (standard), 90, 110 letters/min
lSendPro® MailCenter 3000: Non W-O-W®: 4-Speed options, 160 (Standard), 210, 260, and
300 letters/min
lSendPro® MailCenter 3000: W-O-W®: 4-Speed options, 100 (Standard), 130, 160, and 200
letters/min
W-O-W® Weight Capacity
SendPro® MailCenter 1000: NA
SendPro® MailCenter 2000: 16 ounce
SendPro® MailCenter 3000: 32 ounce
Getting Started
Pitney Bowes User Guide January 2023 15

Stacking
lDrop stacker (standard)
lPower stacker (optional)
High Speed Connectivity
l25 in LAN cable standard
lWireless LAN options
Peripheral options
lCompact platform weighing options, 5, 10, or 15 lb. 2.3 kg, 4.5 kg, 6.8 kg. capacity
lLarge platform weighing options: 15, 30, 70, 149 lb6.8 kg, 13.6 kg, 31.8 kg, 67.6 kg capacity
l1E20 Laser Printer
l1E31 Brother HL-L5100DN Report Laser Printer
lBarcode scanning for tracking services (confirmation services) and accounting
lWireless Keyboard option
lUSB Hub - 4 Open Ports
l1E26 thermal label printer
l1E28 thermal label printe
Manual adjustments
You may need to make the following manual adjustments before you run a job.
For all systems:
lSet the Thickness Adjustment Knob
For optional features:
lAdjust the Side Guide
lSet the Wet/Dry Sealer Lever
lAdjust the Drop Stacker
You can pivot the touchscreen display to a convenient position by moving it up, down, left or right. If
the touchscreen does not respond when you touch it, you can also calibrate the touchscreen.
Getting Started
Pitney Bowes User Guide January 2023 16

Weigh-On-The-Way® (W-O-W®)/Shape Based Rating
The Weigh-On-The-Way® (WOW®)/Shape Based Rating module processes mixed mail (mail of
varying sizes and weights) and determines the postage amount based on the weight and dimensions
of each envelope.
Viewing the onscreen keyboard
By default, the onscreen keyboard is used to enter text on your system. However, if you have a
keyboard attached to your system, it becomes the default mechanism for text entry.
Once the keyboard has been unplugged, your system may remain in "attached keyboard mode". If you
select a field for text entry, you will need to select the keyboard button to view the onscreen keyboard.
Shutdown and restart your system to turn "attached keyboard mode" off.
Shutting down your system
Follow this process to shut your machine down correctly.
1. Select the Select Settings under Mailing on the Home screen.
2. Select the Shut Down option twice.
3. Wait until all messages clear from the screen.
Getting Started
Pitney Bowes User Guide January 2023 17

2 - Accounting
In this section
Creating an account 19
Editing an account 20

Creating an account
If users are enabled on your system, this feature is only available to users with supervisor access
rights. If you are using Business Manager accounting, this feature is available to all users.
After an account has been created in Manage Accounts, the only time the name or code can be edited
or the account deleted is before any transactions are posted against the Account. Once transactions
are posted against any account, the name or code can no longer be edited or the account deleted,
only made inactive.
Account names and codes can not be reused, even if the account is inactive.
1. You can create an account in two ways:
lby selecting the Manage Accounts button in the Mailing tile on the Home screen, or
lby selecting Account on the Run Mail screen, selecting Options and then Create new
account
2. Select Create new account.
3. If there are existing accounts on your meter, you will be prompted to create a new account or
add a sub account. Select Create new account.
4. Enter the account name and then select OK.
5. Select the Code field. Type in the code for the account and select OK.
6. Enter the description for the account (optional).
7. Once the above steps are completed, select OK.
8. Ensure the status is set to Active.
9. If you want to password protect this account, select the Password field. Account passwords
must be enabled to password protect an account.
a. Type in the password and select OK.
b. Re-type the password to confirm and select OK.
10. Select OK.
11. A dialog box appears indicating the account as been created.
lSelect Create another new account if you want to create another account.
lSelect Add a sub account to this account if you want to create a sub account for this
account. Sub accounts are an optional feature.
lSelect Done twice to return to the Home screen.
lSelect Continue.
lSelect the Home button to return to the Home screen.
Accounting
Pitney Bowes User Guide January 2023 19

Editing an account
You can view or edit the account name, code, description, status or password for all of the accounts
and account levels on your system.
If users are enabled on your system, this feature is only available to users with supervisor access
rights. If you are using Business Manager accounting, this feature is available to all users.
1. You can edit an account in two ways:
lby selecting the Manage Accounts button in the Mailing tile on the Home screen, or
lby selecting Account on the Run Mail screen, selecting Options and then Edit selected
account.
2. Select Edit account.
3. Select the account you want to edit and then select OK.
4. Select the account attribute you want to edit.
lAccount, Sub account or Sub sub account name: Select this option to make changes to
the name of the account you have selected.
lCode: Select this option to change the code you have assigned to the account.
lDescription: Select this option to edit the account description.
lStatus: Select the appropriate option to change the status (active or inactive) of the
account.
When you change the status of an account, the status change applies to all sub accounts
and/or sub sub accounts. If prompted to apply the change of status of multiple accounts,
select Yes, apply to all
lPassword: Select this option to password protect an account, or to edit the existing
password. Account passwords must be turned on to password protect an account.
5. Type in the appropriate information and select OK.
6. Once you have finished editing the account information, select OK.
7. Select Continue to return to the Home screen.
Accounting
Pitney Bowes User Guide January 2023 20