Pitney Bowes SendPro P Series User manual

Shipping & Mailing
Postage Meters
SendPro® P
Mailing & Shipping Systems
SendPro P 1000-3000
User Guide
US English Edition
SV63206 Rev. L
April 27 2022

SV63206 Rev. L
©2022 Pitney Bowes Inc.
All rights reserved. The content of this online manual 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 ofPitney Bowes.
We have made every reasonable effort to ensure the accuracy and usefulness of this online 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 specifications as well
as performance features are subject to change without notice. Your mailing system may not have
some of the features described in this book.
SendPro® P, SendPro® P1000, SendPro® P2000, SendPro® P3000, E-Z Seal, IntelliLink, WEIGH-
ON-THE-WAY, W-O-W, PB Postage™, Postage by Phone®, INVIEW, Ascent, SendSuite Express,
Purchase Power, and Pitney Bowes Supply Line are trademarks or registered trademarks of Pitney
Bowes Inc. All other trademarks are trademarks or registered trademarks of the respective owners.
The USPS® and Priority Mail® are registered trademarks of the United States Postal Service.
Alerting Messages
Various messages are used throughout this guide to alert you to potentially hazardous or error causing
conditions. These messages are as follows:
Warning!
Alerts you to conditions or practices that could cause serious injury.
Caution:
Alerts you to conditions or practices that could cause damage to the equipment or
to the material being run.

Important:
Alerts you to conditions or practices that could adversely affect equipment operation if instructions
are not followed exactly.
Note:
Provides a comment or explanation of the associated topic.

1 - Safety
Safety information 9
2 - Getting started
What does this machine do? 15
USPS requirements 16
Postal Security Device 16
Logging in and out of the system 16
The Home screen 17
Parts of the mailing and shipping system 18
Manual adjustments 22
Shutting down your system 23
System specifications 23
3 - Using jobs
All about jobs 30
Opening a job 31
Previewing jobs 31
Creating a new job 32
Editing a job 33
Deleting a Job 33
Job options 34
Job types 35
Saving changes to a job 40
Closing all jobs 41
4 - Running mail
Preparing and correctly feeding the
mailpieces 43
Reviewing the mailpiece specifications 44
Determining the correct postage method 47
Shape Based Rating 48
Running mail - quick start 49
Changing the class, carrier, or special
services 52
Changing the sealing method 54
Graphics and permit-only printing 55
Step-by-Step Running Mail 56
Possible errors when running mail 57
Weighing methods 58
Running a Manual Weight Entry job 58
Running an Attached Scale job 59
Zeroing the scale while running mail 59
Table of Contents
Pitney Bowes User Guide April 2022 4

Running a WEIGH-ON-THE-WAY® (W-O-
W®) job 60
Running a WEIGH-ON-THE-WAY® (W-O-
W®) - First Piece Only job 61
Running mail with different shapes and
weights 61
Running a differential weighing mail job 62
Using Key in Postage mode 64
Running mail using a barcode scanner 65
How to use the combined ZIP Code and
Customer Reference Number barcode label 65
Running mail with the Residual Rate
Surcharge 67
Running Mail with the DI900™/DI950™
Inserting System Interface 68
Running mail with SendSuite Xpress™ or
Ascent™ 69
Checking or changing the postage amount on
the Run Mail screen 70
Changing the envelope or tape quantity 70
Advancing or omitting the date 71
Changing the machine speed 71
Printing a sample mailpiece 71
Counting mailpieces 72
Adding graphics, return addresses,
messages, and inscriptions to your mail 72
Changing or adding an inscription 79
Adding or changing a text message or return
address 80
Changing envelope size 84
Changing the envelope print area 84
Changing the color print quality 85
What are tracking services? 86
Electronic Return Receipt (ERR) 90
Creating a combined barcode label job 92
Running mail with a combined barcode label
job 93
Using PresortXtra services 95
5 - SendPro® Shipping
What is SendPro Shipping? 101
Getting started with SendPro® shipping1 101
Adding postage to your SendPro Shipping
account 102
Tracking a shipment 103
Adding an address to the Address Book 104
Changing the sender's address 104
Creating a label from an address 104
Editing or deleting an address 105
Verifying a USPS address 105
Voiding a shipping label 106
Getting a USPS shipping label refund 106
Managing your email notifications 108
Viewing your USPS account information in
SendPro 108
Setting up a UPS account 108
Pitney Bowes User Guide April 2022 5

Setting up a FedEx account 109
Measuring your shipment dimensions in
SendPro 109
Adding a shipment memo in SendPro 109
Weighing your shipment with a scale in
SendPro 109
Using your own packaging for shipments 110
Creating a shipping label 110
Creating a USPS return label 112
Printing a shipping label 113
Setting up shipping label printing defaults 114
Reprinting a USPS shipping label 114
Reprinting a FedEx or UPS shipping label 115
Printing a FedEx manifest 116
Checking on a label's refund status 116
Where is postage being spent in SendPro 116
Searching for a shipment in SendPro 117
Filing an insurance claim 118
Enabling Cost Accounts 118
6 - Receive a Package
All about Receive a Package 121
Setting up a cable-connected scanner 121
Receiving a package 123
The Packages screen 123
Find a package 124
Package Notifications 124
Managing Contacts 125
7 - Accounting
All about Accounting 127
Creating, editing or deleting an account 132
Accounting options when running mail 137
All about transactions 141
All about surcharges 148
All about Job IDs 151
All about accounting reports 153
8 - Reports
All about mailing reports 162
Printing a mailing report 162
All about funds and refill reports 163
Confirmation services receipt 164
9 - Refilling your meter
All about postage 166
Pitney Bowes postage account 166
Your postage meter 166
Refilling your meter 167
Checking your balance at Pitney Bowes 168
Postage remaining 168
Pitney Bowes User Guide April 2022 6

Setting the low funds warning and the default
refill amount 169
Viewing the refill history 169
Viewing the meter information 170
Uploading postal information 171
10 - Rates and updates
Performing the rate updates 173
Setting the time checks for updates 173
Checking for rates and software updates 173
Viewing the update history 174
11 - System Setup
Personal settings 176
Application settings 177
Internet and network settings 178
System settings 180
Hardware settings 194
12 - Maintenance
Installing a new tape roll 199
Refilling the envelope and tape sealant
bottle 201
No power 201
Printing a test pattern 203
Cleaning the print heads 203
Low ink warning 204
Out of ink warning 205
Replacing an ink cartridge 205
Replacing the printhead 208
Aligning the print heads 212
Turning off spot black (#2) printing 216
Reactivating spot black (#2) printing 217
Contacting Pitney Bowes 218
Pitney Bowes User Guide April 2022 7

1 - Safety
In this section
Safety information 9

Safety information
Warning:
Follow normal safety precautions for all office equipment.
Readall instructions before you attempt to operate the machine. Use the equipment only for
its intended purpose.
lUse 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 a personal injury and/or property damage. Never use aerosol dusters labeled
flammable and always read instructions and safety precautions on the duster container label.
lTo obtain Pitney Bowes supplies, please contact our Supply Line™ to place orders. Material
Safety Data Sheets can be obtained on the web or from our Supply Line™.
lUse the power cord supplied with the machine and plug it into a properly grounded wall outlet
located near the machine and easily accessible. Failure to properly ground the machine can
result in severe personal injury and/or fire.
lThe wall outlet supplying power to the machine must be a single dedicated wall outlet. Contact a
licensed electrician to ensure there are no other wall outlets on the branch circuit.
lThe electrical circuit (mains) supplying power to the outlet must be switched ON.
lAvoid touching moving parts or materials while the machine is in use. Keep hands, loose
clothing, jewelry and long hair away from all moving parts.
lDo not remove covers or defeat safety interlock switches. Covers enclose hazardous parts that
should only be accessed by properly trained service personnel. Immediately report to Pitney
Bowes Service any damaged or non-functioning components that renders the unit unsafe.
lPlace the unit in an accessible location to allow for proper venting of the equipment and to
facilitate servicing.
lThe power cord wall plug is the primary means of disconnecting the machine from the AC
supply.
lDo not use an adapter plug on the line cord or wall outlet.
lDo not remove the ground pin from the line cord.
lAvoid using wall outlets that are controlled by wall switches, or shared with other equipment.
lDo not route the power cord over sharp edges or trapped between furniture.
Safety
Pitney Bowes User Guide April 2022 9

lEnsure there is no strain on the power cord where it becomes jammed between the equipment,
walls or furniture.
lDo not plug headphones into the Line Out jack (Lime Green).
lBe certain the area in front of the wall receptacle into which the machine is plugged is free from
obstruction.
lBefore clearing a stoppage, be sure machine mechanisms come to a stop.
lWhen clearing a stoppage, avoid using too much force to protect against minor personal injury
and damaging equipment.
lTo prevent overheating, do not cover the vent openings.
lOperation of this equipment without periodic maintenance will inhibit optimum operating
performance and could cause the equipment to malfunction. Contact your Pitney Bowes
Customer Service Representative for required service schedule.
lRead all instructions before attempting to operate the equipment.
lUse this equipment only for its intended purpose.
lThe system contains a module (PSD) that contains a coin cell battery, which is not replaceable.
Do not dispose of module in a fire or hot oven. Do not crush or cut module. Do not store module
in extreme hi or low temperatures, or extreme low pressure environments.
Caution:
Moving mechanism can result in personal injury. Keep hands, long hair, ties,
jewelry and loose clothing away from moving parts.
Safety
Pitney Bowes User Guide April 2022 10

Caution:
In case of an ink spill, leaking ink or excessive ink accumulation, immediately
disconnect the power cord from the wall plug and contact Pitney Bowes. In the
USA please call 1-800 522-0020. I In the USA, Customer Service
Representatives are available Monday through Friday, 8:00 AM - 8:00 PM EST.
Contact information can also be found at pitneybowes.com
Note:
Always follow the specific occupational safety and health standards for your workplace.
United States
Note:
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 modifications to this equipment not expressly approved by the party
responsible for compliance could void the user’s authority to operate the
equipment.
Safety
Pitney Bowes User Guide April 2022 11

Except for Ethernet/LAN connection cables, shielded I/O and USB cables must be used with this
equipment to ensure compliance with the limits. Use of unshielded cables is prohibited.
Note for California Customers Only
The battery in this product contains perchlorate material. California requires perchlorate-containing
products to be accompanied by the following notice: Percholrate Material - special handling may
apply. See: http://www.dtsc.ca.gov/hazardouswaste/perchlorate/
Warning:
This is a Class A product. In a domestic environment this product may cause
radio interference in which case the user may be required to take adequate
measures.
Responsible Party within the USA
Pitney Bowes
1Elmcroft Road
Stamford, CT 06926-0700
[phone]
Servicing
This product is serviceable. For service inquiries in the USA please call 1-800 522-0020. Customer
Service Representatives are available Monday through Friday, 8:00 AM - 8:00 PM ET.Outside the
USA Contact information can also be found at pitneybowes.com
Safety
Pitney Bowes User Guide April 2022 12

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2 - Getting started
In this section
What does this machine do? 15
USPS requirements 16
Postal Security Device 16
Logging in and out of the system 16
The Home screen 17
Parts of the mailing and shipping system 18
Manual adjustments 22
Shutting down your system 23
System specifications 23

What does this machine do?
The SendPro P is a digital envelope and mailing and shipping system that allows you to create custom
designed content from a PC and download that content directly into a Ad/Graphic library stored on the
system for use on mail runs. You can now design an outer envelope with content that reinforces the
internal message. You can add marketing, advertising, and other promotional messages to your
mailpieces.
The SendPro P provides a unique and easy-to-use touch screen interface where you can access all of
your applications from the home screen. Each application (Mailing, Shipping, Receiving etc.) appears
as a tile on the Home screen. Simply select the button within the appropriate tile to run the application.
Use the full access web applications Verify Address, Track a Package, and Sign In to your account to
increase you mailing efficiencies.
The system also provides a full range of mail system functions including:
lPrinting postage on envelopes
lPrinting postage on tapes (labels)
lSealing envelopes
lCalculating postage based on item weight and size and class of mail.
What the system can measure
The system uses the Weigh-On-The-Way® (WOW®)/Shaped Based Rating module to process mail
of varying thickness and size to determine the postage amount based on the weight and dimensions of
each mailpiece. Systems with WEIGH-ON-THE-WAY® (W-O-W®)/Shape Based Rating use shape
based rating for Express, Priority and First-Class mail.
What the system cannot measure
If your system does not have Weigh-On-The-Way® (WOW®)/Shaped Based Rating but has an
attached scale, you can measure only the weight of the mailpiece. The postage amount will be based
on the class specified for the job you are running.
For more information refer to Run a Job with an Attached Scale.
Getting started
Pitney Bowes User Guide April 2022 15

WEIGH-ON-THE-WAY® (W-O-W®)/Shape Based Rating
The Weigh-On-The-Way® (WOW®)/Shaped 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.
USPS requirements
Since your postage meter (Postal Security Device) is licensed by the United States Postal Service
(USPS), you must follow a few basic requirements.
lMail must have the correct date and postage amount in the postage indicium.
lMetered mail must bear the ZIP Code location of the post office where the postage meter
(Postal Security Device) is registered.
lIf you move to another ZIP Code location, you must update the ZIP Code. You can do this by
calling PB Postage at 1.800.243.7800.
lEach time you refill your postage meter (Postal Security Device) through the LAN, the PB
Postage Meter Payment System computer automatically performs a postal inspection. If the
meter has not detected a refill transaction at certain intervals, the message “Inspection
Required” appears on the Run Mail screen and then prompts you to connect to Pitney Bowes
and perform an inspection.
lThe postage tape you use must meet USPS specifications.
Postal Security Device
The postage meter on your mailing system is a Postal Security Device (PSD) that incorporates the
latest technology approved by USPS to secure funds. This technology eliminates the need to perform
physical inspections thereby making the system easier and more convenient to use.
Logging in and out of the system
If users are enabled on your system, you will be required to enter a password to log on to the system.
This prevents unauthorized use of the system.
To log in:
Getting started
Pitney Bowes User Guide April 2022 16

1. Select the appropriate username.
2. Enter your password and select OK.
To log out:
1. Select the settings icon in the lower right corner of the Home screen.
2. Select Sign out.
3. Select OK.
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 P
system.
Getting started
Pitney Bowes User Guide April 2022 17

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.
Parts of the mailing and shipping system
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.
Getting started
Pitney Bowes User Guide April 2022 18

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® P1500, SendPro P1000 and
SendPro P2000 systems use adhesive tape only. SendPro P3000 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.
6. The tape sealant bottle is an optional feature for SendPro P3000 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 P3000 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® P3000 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 April 2022 19

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 P1500, SendPro P1000 and SendPro P2000 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 P3000 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 P3000 devices.
14. The power button turns the device on and off. This is located on the lower left side of the feed
deck.
Getting started
Pitney Bowes User Guide April 2022 20