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
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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