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Pitney Bowes SendPro P1500, User Manual

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Pitney Bowes SendPro P1500 User Manual Download Page 108

Managing your email notifications

Important:

When using email notifications, make sure the recipient/sender address includes a valid email
address. Refer to How to add an address to the Address Book.

You can have the tracking number or shipment delivery confirmation emails sent to both recipients
and senders when you create shipping labels.

The email notification feature can be enabled/disabled via the SendProOnline Shipping Solution.
Please access the SendPro web application on your computer.

Viewing your USPS account information in SendPro

The method you use to pay for postage is set up when you purchase the SendPro application. To view
the payment method for your USPS account:

1. Select the

Print Shipping Label

button on the Shipping tile on the Home screen.

2. Select the USPS carrier.

3. Select the + sign next to your postage balance in the top right corner of the

Recipient

screen.

4. The payment method and the last 4 digits of the account number are displayed in the

Add

Postage

dialog box.

Setting up a UPS account

In order to use the UPS carrier for shipping labels, you need to set up your UPS account using
SendPro Online or PitneyShip. You cannot set up a UPS account on your meter. In your web browser,
go to https://login.pitneybowes.com/sendpro, sign in with your SendPro Online or PitneyShip user ID
and password, then follow the instructions in Setting up and managing UPS accounts in SendPro
Online or PitneyShip.

SendPro Shipping Solution

Pitney Bowes

User Guide April 2022

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Summary of Contents for SendPro P1500

Page 1: ...Shipping Mailing Postage Meters SendPro P Mailing Shipping Systems SendPro P 1000 3000 User Guide US English Edition SV63206 Rev L April 27 2022 ...

Page 2: ...out 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 tr...

Page 3: ...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 ...

Page 4: ...ns 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 Runn...

Page 5: ... 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...

Page 6: ...ng 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 ...

Page 7: ...l 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 pr...

Page 8: ...1 Safety In this section Safety information 9 ...

Page 9: ...ower 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 l The electrical circuit mains supplying power to the outlet must be switched ON l Avoid touching moving parts or materials while the machine is in use Keep hands loose clothing jewelry and long hair away from all moving parts l Do not remove cov...

Page 10: ... 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 l Read all instructions before attempting to operate the equipment l Use this equipment only for its intended purpose l The system contains a module PSD that contains a coin cell battery which i...

Page 11: ...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 i...

Page 12: ...e 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 800 522 0700 Servicing This product is serviceable For service inquiries in the USA please call 1 8...

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Page 14: ...es 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 ...

Page 15: ... to your account to increase you mailing efficiencies The system also provides a full range of mail system functions including l Printing postage on envelopes l Printing postage on tapes labels l Sealing envelopes l Calculating 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 v...

Page 16: ...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 l The postage tape you use must meet USPS spe...

Page 17: ... operation l Verify 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 l Your Account pb com Provides unlimited access to your account at pitneybowes com You can place a service call access USPS tracking and value added se...

Page 18: ...ou 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 de...

Page 19: ...er 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 syst...

Page 20: ...rds and mailpieces that are less than 0 25 inches 6 35 mm thick l Setting 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 l Setting 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 l Setting 4 Use this setting for mailpieces that a...

Page 21: ...ice does not have WEIGH ON THE WAY W O W SendPro P1000 the attached scale is used to weigh all mailpieces regardless of whether they fit through the device or not The attached scale is behind the supplies cover and to the right of the PSD cover USB and LAN ports Two USB ports and the LAN port are located on the back lower left side of the system The USB ports provide communications with external d...

Page 22: ...inates when the switch is in the on position If the green light does not illuminate please contact service personnel for support Manual adjustments You may need to make the following manual adjustments before you run a job For all systems l Set the Thickness Adjustment Knob For optional features l Adjust the Side Guide l Set the Wet Dry Sealer Lever l Adjust the Drop Stacker Getting started Pitney...

Page 23: ...n your system Follow this process to shut your machine down correctly 1 Select the settings icon in the lower right corner of the Home screen 2 Select the Shut Down option twice 3 Wait until all messages clear from the screen System specifications System Dimensions and Weights Power and Compliance Operating Conditions Capacities Features and Throughput Peripheral Options Getting started Pitney Bow...

Page 24: ...optional 15 color monitor add 2 51 mm Weight 110 lbs 50 kg SendPro P1500 SendPro P2000 Length 52 5 1334 mm l With drop stacker fully extended add 17 5 394 mm l With optional power stacker fully extended add 47 5 1207 mm l With optional color printer add 7 25 184 mm Depth Printer cover open 23 5 597 mm l With optional color printer add 1 25 4 mm Height 24 610 mm l With optional 15 color monitor add...

Page 25: ...ith optional color printer add 1 25 4 mm Height 24 610 mm l With optional 15 color monitor add 2 51 mm Weight 165lbs 75 kg Power and Compliance Power 100 240Vac 50 60Hz 6 4 3 0 Amps Compliance Optional ENERGY STAR Refer to How to Set System Timeouts for information about the optional ENERGY STAR sleep mode Operating Conditions Operating Temperature Maximum Room Ambient 40 C 104 F Capacities Featur...

Page 26: ...inter Module prints both Postal Red Process color and Black Print Head Life 800 000 cycles for full IBI Indicia Ink Capacity in full size USPS IBI C indicia l Small cartridge 8K mailpieces l Medium cartridge 18K mailpieces l Large cartridge 45K mailpieces Ink Cartridge Life l Shelf life Maximum of 24 months from date of manufacture for monochrome and color inks l In use life Maximum of 30 months f...

Page 27: ...acking l Drop Stacker Standard l Power Stacker Optional not available onSendPro P1500 High Speed Connectivity l 25 LAN Cable Standard l Wireless LAN Options l Sprint 3G cellular available Subscription charge applies Peripheral Options l Drop or Power Stacker Options Power Stacker not available withSendPro P1500 l Compact Platform Weighing Options 5 10 or 15 lb Capacity Only 10 lb capacity availabl...

Page 28: ...Getting started Pitney Bowes User Guide April 2022 28 ...

Page 29: ...g jobs In this section 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 ...

Page 30: ...lecting the Run Mail button in the Mailing tile on the Home screen l You can view a master list of the jobs on your system and the settings associated with each job by selecting the Jobs button in the Mailing tile on the Home screen Saved jobs are stored and can be easily opened edited or deleted as necessary About Mail Information All of the job settings for the current job are displayed in a lis...

Page 31: ...o five jobs can be open at the same time 3 Select OK A tab for the job opens on the Run Mail screen Jobs can also be opened using the optional Barcode Scanner using barcodes set up with the job name inside Previewing jobs The Jobs screen lists all the jobs stored on your system 1 Select the Open a job tab from within the Run Mail screen or select the Jobs button in the Mailing tile on the Home scr...

Page 32: ...option on the Run Mail screen l by selecting the Create new job button on the Jobs screen or l by selecting Create new job on the Options menu of the Run Mail screen Follow the steps below to create a new job on the Run Mail screen 1 Select the Run Mail button in the Mailing tile on the Home screen 2 Select the Options button and then select Create new job 3 Select the appropriate job type from th...

Page 33: ...he item you want to change l To change anything that prints on the envelope including the date select the envelope To change anything that prints on the tape select the tape l To change any of the job settings for example the class or mail select the appropriate option in the Mail Information list located on the left side of the Run Mail screen 3 Save your changes Deleting a Job Delete a job when ...

Page 34: ... the Home screen 2 Select the job you want to duplicate 3 Select Options then select Duplicate job The system creates a duplicate job This job appears in the Job list below the original with the word copy after the name 4 Select OK when done Setting the default job The default job is the most commonly used job on your mailing system It is automatically selected whenever you restart your mailing sy...

Page 35: ... Select Reload job The system reverts to the previously saved version of the job Job types When creating a new job you can select from the following job types l Select Seal only no printing if you only want to seal the envelope and do NOT want to apply postage l Select Date correction when you need to print the correct date on a piece of mail that already has postage printed on it l Select Postage...

Page 36: ...Graphics ad only 5 Select OK The job you selected appears in a new job tab 6 Select Edit Envelope 7 Add any graphics or text messages you wish to print 8 Optional Select Color Print Quality 9 Optional Select desired print quality Keep in mind that selecting a better print quality results in a slower print 10 Select OK to return to the Run Mail screen 11 Type in the envelope or tape quantity and th...

Page 37: ... job name and select OK Printing a postage correction If you do not have the correct postage on a piece of mail you can add more postage by printing a postage correction directly on the envelope or on a tape If you have already created a postage correction job for the amount required open the job and begin running mail 1 Select the Options button at the bottom of the Run Mail screen 2 Select Creat...

Page 38: ...ing the date and or time the sealer is set to off Follow the steps below to create a received date and time job 1 Select the Options button at the bottom of the Run Mail screen 2 Select Create new job and then select Received date and time 3 Select OK 4 Select Start or Tape 5 To save the job select the Save As link at the top of the screen 6 Enter the new job name and select OK Printing a permit Y...

Page 39: ...ithout printing postage In addition you can add a graphic ad to the mailpiece The weighing and rating information as well as the piece count will be included in accounting reports 1 Select the Run Mail button in the Mailing tile on the Home screen 2 Select the Options button 3 Select Create new job 4 Select Weigh Rate Count 5 Select OK The job appears in a new job tab 6 Select the appropriate coun...

Page 40: ...Seal only job 5 Select OK The job appears in a new job tab 6 Select Start to begin feeding and sealing envelopes 7 If you want to save this job select Save as 8 Enter the new job name and select OK Saving changes to a job If you have made changes to a job an asterisk appears next to the job name on the Run Mail screen You can save your changes to a job at any time If you want to discard the change...

Page 41: ...en to close all open jobs discard all unsaved edits made to saved jobs discard all unsaved jobs and reload the default job Note The Start over option does not allow you to save changes made to the default job Using jobs Pitney Bowes User Guide April 2022 41 ...

Page 42: ... 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 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 ...

Page 43: ...nscription 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 Preparing and correctly feeding the mailpieces If...

Page 44: ...ck near the rear wall 5 Adjust the side guide so it is close to but not touching the bottom edge of the envelope stack Be sure and leave a slight clearance between the side guide and envelopes about 1 16 inch clearance 6 Use the thickness adjustment knob to adjust for envelope thickness l For large stacks of thin mail such as single inserts or post cards the thin mail setting may be needed for bet...

Page 45: ...0 SendPro P1000 and SendPro P2000 0 62 in 16 mm SendPro P3000 0 75 in 19 1 mm Envelope flap depth for sealing Minimum Maximum 1 in 25 4 mm SendPro P1500 SendPro P1000 and SendPro P2000 3 in 76 6 mm SendPro P3000 3 7 8 in 98 mm l For envelopes with a flap length from 1 to 2 36 inches 25 mm to 60 mm the minimum flap angle is 18 degrees l For envelopes with a flap length greater than 2 36 inches 60 m...

Page 46: ...ceptable envelope materials Material type and finish must be matte and may include if available in your market l White Wove l Kraft Brown Kraft l Manila Running mail Pitney Bowes User Guide April 2022 46 ...

Page 47: ...he appropriate postage or weighing method from Chart A l If your mail does NOT meet your mailing system requirements for direct printing you MUST print a postage tape Select the applicable postage or weighing method from Chart B Chart A Printing on mail If Then use this method You know the amount of postage needed for your mail Key in Postage You are running postcards Select the Postage Rate when ...

Page 48: ...t to seal the envelopes and do not want to apply postage Seal only You want to print the date or time incoming mail for record keeping Date and Time non postal jobs Shape Based Rating The shape of a mailpiece thickness length width plays a large role in the pricing of First Class Mail Express Mail and Priority Mail postage Since May of 2007 the USPS has combined weight with shape to better align p...

Page 49: ...screen 2 Ensure that the appropriate job is open and selected on the Run Mail screen 3 Load the envelopes 4 Check the postage amount on the screen 5 Check the sealer setting 6 Select Start or Tape to run the job Run Mail screen icons and buttons Button Icon or Link Touching or Selecting Tape Preview icon Displays a preview of the tape to be printed Tape Preview image Opens the Edit Envelope screen...

Page 50: ... envelope Postage Amount image Shows the current postage value Date image Opens the Print Date dialog box within the Edit Envelope screen so you can modify the date printed on tape or envelope Start button If the job is selected and envelopes loaded this starts the job running Tape button If the job is selected and ready this results in running the job Running mail Pitney Bowes User Guide April 20...

Page 51: ...ob l Zero attached scale this ensures that the attached scale is reading zero when there are no mailpieces on it l Create a new job select this to create a new job l High value warning set a value at which the mailing system warns you that you have entered a postage value that is more than the amount you are setting here This feature prevents you from accidentally printing a postage amount that is...

Page 52: ... and weights Changing the class carrier or special services 1 Select the Run Mail button in the Mailing tile on the Home screen 2 To display and select the classes and services available on your system or in your country open a postal job and select Class in the Mail Information list box on the Run Mail screen 3 Select the All classes and services tab on the classes and services screen When you se...

Page 53: ...hey are displayed in the Extra services list box To select a service touch the checkbox for the service For example in the US for First Class letter you can add insurance or COD You can also add confirmation tracking services like Delivery confirmation E Certified or Certified l If you select a class or service that is incompatible with a the weighing method b the weight of a mailpiece currently o...

Page 54: ...have re powered the system Once you enter a country the system stores it and will continue to use it In order to change it you must select a different destination by touching or selecting the Destination option in the Mail Information list on the left side of the Run Mail screen Changing the sealing method You can change the sealing method for a job while running mail You can turn the sealer on an...

Page 55: ...only printing system you have a fully featured SendPro P system with a deactivated meter which prevents postage printing Graphics and permit only systems can run non postal jobs as well as utilize sealing and accounting features with no meter charges Although a mailing and shipping graphics and permit only system cannot print postage the United States Postal Service USPS still requires an electron...

Page 56: ...y limit set by user in FM Refill Setup screen You can ignore this message on graphics and permit only printing systems Step by Step Running Mail Use the Run Mail screen to select your job or review current job settings This screen also keeps a running count of the processed mail Refer to Run Mail Screen Icons and Buttons for a summary of the screen icons Note If you have accounts enabled on your s...

Page 57: ...m of the screen 8 Load envelopes and press the Start button or if printing to tape press the Tape button More information l If you have not loaded the envelopes onto the feeder or if you need to add more mail to the feeder the Run Mail screen shows the message Waiting for Envelope l If after a certain time you have not loaded envelopes the feeder will stop and the message Stopping is displayed 9 A...

Page 58: ...tached scale method if you do not know the weight of the piece of mail l Use the Manual weight entry method if you want to type in the weight of an item that you weighed on a separate scale This is useful for items that exceed the weight capacity of the attached scale or mailings that are always the same weight l Use the Differential weighing method if you want to place all of the mail on the scal...

Page 59: ...ot set to zero when there is no weight on the scale you can reset it to zero 1 Select the Run Mail button in the Mailing tile on the Home screen 2 Select a job that uses an attached scale or select the Weighing icon a Select the Attached scale option b Make sure the scale reads 0 when there are no mailpieces or any objects on the scale If necessary select Zero Scale c Select OK 3 Place the mailpie...

Page 60: ...tage applied to the mailpiece 1 Select the Run Mail button in the Mailing tile on the Home screen 2 Select a job that uses WEIGH ON THE WAY W O W or select the Weighing icon a Check to see that the weighing method is set to WEIGH ON THE WAY W O W If necessary select the WOW option b Select OK 3 Put all of the mail on the feed deck l All mail must be the same width l Use the side guide to guide the...

Page 61: ...sing mail in this mode It will affect the amount of postage applied to the mailpiece 1 Select the Run Mail button in the Mailing tile on the Home screen 2 Select a job that uses WEIGH ON THE WAY W O W first piece only or select the Weighing icon a Select WOW first piece only b Select OK 3 Put all of the mail on the feed deck 4 Select Start Running mail with different shapes and weights For some cl...

Page 62: ...ption of postal services see the USPS website Running a differential weighing mail job Differential weighing is available on your meter if it has an attached scale and you have subscribed to this feature This option allows you to place all of the mail on the scale then remove each piece one at a time and run it through the meter The meter calculates the postage for each piece of mail you remove fr...

Page 63: ...ove each piece of mail in a single continuous upward motion Do not slide the mailpiece across mail on the scale 5 The meter calculates how much that piece of mail weighs by checking how much less the stack of mail weighs 6 If the destination ZIP Code or country is needed for the piece of mail the meter will prompt you for it 7 The print option you selected determines how postage will print l If yo...

Page 64: ...ype in the appropriate threshold 6 Select OK The system returns you to the weighing method dialog box 7 Select OK to return to the Run Mail screen Using Key in Postage mode You can manually enter postage for any of your postal jobs This is called Key in Postage Note You cannot save any job that uses key in postage as the default job The default job must have a class selection so it will be automat...

Page 65: ...n be used to select an Account a Job or a JobID1 or JobID2 identity from within the mail run Screen If the scanned barcode contains the text STOP the system will automatically stop processing the mail run for that job Note This assumes there are no other required fields open on the Run Mail screen that require you to enter information or select an option For example if the job also requires an acc...

Page 66: ...ectronic Certified special service from the Extra services list on the right As soon as you select the service a check mark appears in front of it and you are prompted to type in the tracking number 7 Scan the next tracking label to be used If you have used all of the labels in a series of tracking number labels make sure you start with the top label with the lowest last 4 digits and not the botto...

Page 67: ...for the normal postage amount in the form of a surcharge Note The Residual Rate Surcharge is a purchasable option Accounting is required to utilize this surcharge How Does the Residual Rate Surcharge Work Residual Rate Surcharge selections are made out of the Run Mail application The surcharge can be used with any postal job The Residual Rate Surcharge must be enabled set to Yes for the job l Sele...

Page 68: ...ing interface is in place the inserter feeds mailpieces onto the mailing and shipping system feed deck for metering Note l Mailpieces must be sealed by the inserter l On SendPro P1000 systems all mailpieces in a job must be identical l The inserter sends start and stop signals to the mailing and shipping system The mailing and shipping system can send error messages back to the inserter to stop fe...

Page 69: ...y controlled by the shipping application and your postage is printed on a tape or tapes Non postal job settings graphic ads text messages etc cannot be added to a trip job l If a batch job is sent the Start and Tape buttons become available once the job is received by the mailing and shipping system You can add or edit non postal job settings and print to either envelopes or tapes Lock spend If lo...

Page 70: ...the envelope or tape quantity Specifying the number of envelopes to print allows you to count down and stop the machine after a certain number of pieces have been processed For example you might want to remove a certain number from the stacker and place in a separate tray or bag To change the number of envelopes or tapes to print toggle between the Envelope quantity or Tape quantity tab on the Run...

Page 71: ...machine speed 1 Ensure that the appropriate job is open and selected on the Run Mail screen 2 Select Machine speed from the Mail Information list box on the left side of the Run Mail screen 3 Select the appropriate setting Normal Reduced Slow Very Slow 4 Select OK when done Printing a sample mailpiece Run a sample mailpiece to make sure your job will run and that all the elements address Ad Graphi...

Page 72: ...ieces run since you reset the counter l Non postal jobs o Total Pieces total number of non postal only pieces o Resettable counter the total number of non postal only pieces run since you reset the counter 2 Select the Reset to Zero button to reset the resettable counter or clear the batch count Adding graphics return addresses messages and inscriptions to your mail You can add customised Graphic ...

Page 73: ...rn address If you use more than one return address save each address in a different job To change or add a graphic ad that is already downloaded or present on your system 1 Ensure that the appropriate job is open and selected on the Run Mail screen 2 Select anywhere within envelope on the Run Mail screen 3 Select the Graphic Ad option from the list box 4 Select the graphic you want to replace or s...

Page 74: ...s full color capability there will be 3 color filter buttons located directly under the image list By selecting one of the filter buttons you can choose to display only those images that are in color mono black or postal ink color If your system has a mono and postal ink color printer there will only be 2 filter option buttons Systems having only the postal ink color printer do not have any filter...

Page 75: ...appears in the checkbox l If the zone is empty by default the right justified marker next to the indicia is automatically selected and the first graphic will appear in this location l To remove the graphic simply de select it so that the checkmark is removed from the checkbox 3 Select OK to place the graphic on the envelope The Run Mail screen appears with the graphic displayed on the envelope 4 F...

Page 76: ...ne If you attempt to move the graphic more than the maximum allowed a warning is displayed 1 When you select an image a border appears around it and a dot appears on the left or right depending on whether it is left or right justified 2 Select the graphic you want to move 1 For this example we select the right justified blue graphic 3 You can move the graphic to the left either by tapping the Marg...

Page 77: ...The diagram below shows the default order 1 last 2 first in which non postal elements graphic images text messages return addresses are dropped from the Transpromotional zone if the envelope size changes during a WOW mail run and an element s will not fit The postal elements are restored in the reverse order You can specify which images or messages you do not want dropped The default drop order wi...

Page 78: ...ywhere within the envelope on the Run Mail screen You can also select the Edit envelope link 2 Select the Print element drop order option from the list box on the left of the Edit envelope screen 3 The graphics and messages currently in the Transpromotional zone are listed in the left Auto drop order list box 4 Select the image from the Auto drop order list and then select Move This image message ...

Page 79: ...s and Adobe products l jpg format best used for photographic images l gif format best used for internet images that have flat colors l png format best used for internet images with lossless data compression Once you create a graphic and upload it using MyGraphics Designer you can download it onto your mailing system by checking for rates and updates Changing or adding an inscription Note Inscripti...

Page 80: ...e within the envelope on the Run Mail screen You can also select the Edit envelope link 3 Select the Postal Inscription option from the list box on the left of the Edit envelope screen 4 If you have selected a class that requires an inscription the option Based on mailing class and services is automatically selected You cannot deselect a required inscription or choose a different inscription 5 To ...

Page 81: ...e and Return address option from the list box on the left of the Edit envelope screen 3 The messages are displayed in the order in which they have been created with the newest appearing first 4 If your system has full color capability there will be 3 color filter buttons located directly under the image list By selecting one of the filter buttons you can choose to display only those messages that ...

Page 82: ...graphic markers the text markers are left justified or right justified The markers define the locations for return addresses or other text messages 4 The methods for choosing a text message or a return address are the same as for graphic images Refer to Adding a graphic 5 To create a new message refer to Creating a new message or return address Creating a new message or return address 1 Select any...

Page 83: ... RGB value l Custom colours Create a customized RGB color by typing in color values between 0 and 255 where 0 removes all traces of the color and 255 adds the color completely in the RGB fields l Alternatively you can drag the cross hair in the color spectrum box and slide the pointer bar up and down the saturation selection bar As you make adjustments the corresponding RGB values update and displ...

Page 84: ...right These elements include any item on the left side of the indicia for example a graphic ad inscription or text message 1 Ensure that the appropriate job is open and selected on the Run Mail screen 2 Select anywhere within the envelope on the Run Mail screen You can also select the Edit envelope link 3 Select the Print position option from the list box on the left of the Edit envelope screen 4 ...

Page 85: ...velope on the screen 3 Select the color print quality option from the list box on the left of the Edit envelope screen 4 Select the color ink print quality setting l Good l Better l Best slowest printing speed 5 Select the Envelope material l Regular Wove l Recycled l Glossy requires the most drying time Ink print quality Envelope material available for selection Good Regular Wove Recycled Regular...

Page 86: ...ng number labels provided by Pitney Bowes you can electronically process and submit records for the three types of USPS Confirmation Services to the Pitney Bowes Data Center Postage calculation for confirmation services Your system automatically calculates the postage amount based on the class and tracking service You cannot change this postage value Discounts for confirmation services In many cas...

Page 87: ...electronic file to the Postal Service Signature Confirmation The USPS also offers a signature proof of delivery service Signature Confirmation This provides mailers with the text name of the recipient along with the date time and ZIP Code This service is currently available for First Class Mail packages Priority Mail and Package Services parcels which include Parcel Post Library Media Mail and Bou...

Page 88: ... or select WOW mode 3 Select Class 4 Select the back arrow until First Class is displayed 5 Select First Class 6 Select your mailpiece size 7 Select Certified Mail 8 If you would like to use the optional Return Receipt service select Return Receipt 9 Select OK 10 Run the mailpiece through the meter 11 Affix the top portion of the certified mail label Form 3800 at the top of the envelope to the lef...

Page 89: ...he ZIP code and then select This is a ZIP 6 Select the special service from the Extra services list on the right For this example use Electronic Delivery Confirmation As soon as you select the service a check mark appears in front of it and you are prompted to type in the tracking number l If this is the first time you are entering a confirmation service the field for the tracking number is blank ...

Page 90: ...tion required by the USPS for a particular mailpiece is sent electronically to our Data Center Instead of receiving the green receipt postcard you track your certified ERR mailpiece at the Pitney Bowes or USPS web site In addition if you subscribe to the service you can enter a customer reference that links the package ID barcode number to the recipient This information field allows you to identif...

Page 91: ...firmation service before the next tracking number in the series of tracking number labels appears minus the last digit You will be prompted to type in the last digit of the tracking number that is to be used on the mailpiece 7 If you have enabled tracking services prompts the envelope that displays on the Run Mail screen refreshes once you type in the tracking number showing where you should place...

Page 92: ... specifically for Electronic Return Receipt ERR customers You should create a job if you want to use these labels l In order to use ERR you should have a Bulk Proof of Delivery Form 5053 on file with the USPS and been given a 9 digit USPS Mailer ID You will need to enter this number when using ERR If not please contact your sales representative l ERR is available when you use the Attached Scale or...

Page 93: ...ill appear in the Mail Information list box on the left side of the screen 11 Save the job a Select Save as b Enter a new job name e g ERR Job and then select OK 12 Select the Tape button to print a tape To print postage on the piece of mail select the Start button Note If you have accounting on your system make sure you have selected an account for this job or you will not be able to print postag...

Page 94: ...the scale Apply the tracking label combined barcode label and postage tape 7 The system will ask you if you want to track another piece or package If you have finished processing mail with the selected class and service select No to complete the job If you want to process additional mailpieces with the selected class and service Important Do not place the piece of mail or package on the scale unti...

Page 95: ... make sure you qualify for this service Qualifications for PresortXtra service You need to make sure you have qualifying mail volumes for the PresortXtra service You start the program by completing and signing the required program documents provided by your Pitney Bowes sales representative Qualifying mail volumes include l Flats 50 or more per pickup if a letter customer 150 or more per pickup if...

Page 96: ...on the right side of the screen If you are using your own address verification or address cleansing process do not select any Extra Service option l Return Service Requested Select this if you want your mailpiece to be returned with the new address There is no fee l Address Service Requested Select this if you want your mailpieces to be forwarded to the updated address Written notification is prov...

Page 97: ...velope screen The message is then positioned in a default location on the envelope a To add a new message select the New text message button b For line 1 type in the D S number for example D S AUTH 12345 c For line 2 enter Mailed at followed by the city and state for example Mailed at Hartford CT Note l The city and state that you are entering into the meter text should be the city and state of th...

Page 98: ...tal number of pieces run and the total postage amount since you reset the counter b Select Reset to Zero c Select OK Note Be sure and clear the batch counter between scheduled pickups 3 Load envelopes and press the Start button or if printing to tape press the Tape button 4 When complete print the batch counter report a Select the Home icon b Select the Reports button c Select the Funds Reports d ...

Page 99: ...6 To upload the single mailpiece data go to the Home screen and select the Settings button The Settings screen displays a Select System from the list on the left side of the screen b Select Postal Information Upload c Select Upload postal information now 7 Fax the sample mailpiece to the Mail Services Customer Center at 203 617 3939 and call them at 1 866 624 5724 to let them know that the setup i...

Page 100: ... 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 Setting up a FedEx account 109 Measuring your shipment dimensions in SendPro 109 Adding a shipment memo in SendPro 109 Weighing your shipment wit...

Page 101: ...ss of preparing and printing a shipping label you can also make use of features such as the Address Book and History The Address Book allows you to store an unlimited number of addresses and these can be easily accessed as you create a shipping label The History feature provides you with a complete list of all your shipments that you have sent You can view the status and track your shipment as it ...

Page 102: ... tile on the Home screen 2 Select the USPS logo 3 Select the sign next to your postage balance The Refill Add Postage dialog box will appear Note Whenever you refill postage the payment method and the last 4 digits of the account number are displayed in the Refill Add Postage dialog box 4 Select the amount of postage you want to purchase for this refill You can refill using a preset amount or clic...

Page 103: ...all tracking numbers a Select the History button in the Shipping tile on the Home screen b Locate the tracking number in the list of shipments Note Each line in the list represents a single shipment and includes the Status field This tells you if the shipment s label has been printed if the shipment is in transit has been delivered or has been voided c To view the tracking event details for that s...

Page 104: ...an address to the Address Book To change the sender s address while creating a shipping label 1 Click on the sender address in the Sender section on the left side at the top of the Choose a Recipient screen 2 Select the appropriate option l Edit sender address Select this to display all the address fields Type your changes in the appropriate field s If you make changes to street city state or ZIP ...

Page 105: ...o delete the address b To delete the address select the Delete button Verifying a USPS address Whenever you enter a US address in SendPro you ll be prompted to verify it by clicking a Confirm Address when you click the down arrow button You ll encounter address verification when entering recipient or sender address information creating a shipping label or adding an address to the Address Book l Th...

Page 106: ...ents or using the search box refer to How to search for a shipment in SendPro 4 Click the arrow in the left of the column list next to the shipment s date to reveal the shipment s details You can also open the shipment s details by clicking on the View link in the Status column 5 Click on the Void Label button Read the information and certify that you will not be using the shipping label by select...

Page 107: ...From the History menu choose Request a Refund Select the History button on the Home screen 2 This opens the History screen with the tab for Shipments selected and displaying all of the shipments that are eligible for a refund 3 Find your label in the list or by using the search box refer to How to search for a shipment in SendPro 4 Click the arrow in the left of the column list next to the shipmen...

Page 108: ...the payment method for your USPS account 1 Select the Print Shipping Label button on the Shipping tile on the Home screen 2 Select the USPS carrier 3 Select the sign next to your postage balance in the top right corner of the Recipient screen 4 The payment method and the last 4 digits of the account number are displayed in the Add Postage dialog box Setting up a UPS account In order to use the UPS...

Page 109: ...package l You can also choose to use your own envelopes or boxes in which case you are prompted to select the package type box envelope or irregular packaging and enter the dimensions and the weight Refer to How to use your own packaging for shipments in SendPro Adding a shipment memo in SendPro Once you enter all the information required to create your USPS UPS or FedEx shipping label recipient a...

Page 110: ...act your carrier For USPS https www usps com For UPS https www ups com For FedEx https www fedex com Creating a shipping label You can create a USPS UPS or FedEx shipping label from the Print Shipping Label button or from within the Address Book refer to How to create a shipping label from an address This procedure walks you through the process of creating the label starting from the Recipient scr...

Page 111: ...to recipients or senders or both when you print the shipping label check the check box in front of Email the tracking number For information on the setting up the automatic email notification options refer to How to manage email notifications l Enter the email address in the field provided To add more than one email press the Enter key after each address The email address is labeled as either send...

Page 112: ...e postage funds the RefillAdd Postage screen displays so that you can add more funds to your account Refer to How to add postage to SendPro 9 Select the Print button at the bottom of the screen directly under the Total Cost This opens his opens the Label Options screen which allows you to define how you want to print the label Refer to How to print a shipping label l Depending on the service you m...

Page 113: ...with the label select the check box for Print a receipt with the shipping label You can select this option only if you are printing on 8 x 11 printers l Select the down arrow in the Choose Format field and then select either 4 x 6 roll or 8 5 x 11 paper Ensure the correct size label is selected Once the shipping label is printed the size cannot be changed l Use the magnifier to zoom and see the ad...

Page 114: ...default label type Plain Paper 8 x 11 or Roll 4 x 6 from the Choose Format drop down menu The Printing Defaults screen also allows you to enable the printing of USPS SCAN forms Refer to How to print a USPS SCAN form in SendPro for more information Reprinting a USPS shipping label Note You can reprint a shipping label once after printing it the first time or from the shipping label s record on the ...

Page 115: ...t the first time You can reprint a UPS shipping label once within 24 hours after printing it the first time To reprint a shipping label you ve just printed 1 On the Carrier screen you will see the message Label Completed 2 Click the Reprint This Label link next to the Label Completed message 3 Click the Print button To reprint from the History screen 1 Select the Historybutton in the Shipping tile...

Page 116: ...for which you ve already requested a refund 4 Find your label in the list or by using the search box refer to How to search for a shipment in SendPro Check its refund status in the Status column For USPS labels its status will start as Refund Requested When the refund is approved the status changes to Refund Approved A status of Refund Denied means that the USPS has detected your shipment in its m...

Page 117: ... carrier shipping info mail class tracking number USPS status amount postage paid and user who created the label l By default all of your shipments are listed by date the latest date appearing first in the list The Date column corresponds to the date you created the label l To change between ascending and descending sorting for a label in the shipping list click on the appropriate column title For...

Page 118: ...here you re spending your money on postage by allowing you to assign shipping label costs You can also assign a Cost Account for postage refills The Cost Accounts feature is enabled via the SendPro Online or PitneyShip solution Please access the SendPro Online or PitneyShip web application on your computer where you can also view Cost Accounts information SendPro Shipping Solution Pitney Bowes Use...

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Page 120: ... Package In this section 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 ...

Page 121: ...packages l Send an email notification to recipients advising them of received packages After you have placed an order for the Receive a Package feature you will receive a welcome email instructing you how to obtain your login and password details This will enable you to access the Receive a Package feature These login details should be the same as your Pitney Bowes account If you do not receive or...

Page 122: ...ple 1D barcode may tell you the tracking number and carrier name A 2D barcode may contain more information and can often provide the sender and recipient names Set up your scanner 1 To set up your scanner connect it to an open USB port 2 The system will beep when it recognizes the scanner At that point your scanner is ready to use Receive a Package Pitney Bowes User Guide April 2022 122 ...

Page 123: ...rrier is not listed select Other and enter the carrier s name in the Comments field 4 If the recipient and sender names do not appear in the fields select each field and choose the names from the list a If a name does not appear in the list enter the name and select enter b Enter the information in the Add Contact dialog screen c Select Save when done 5 If the package is damaged select the Arrived...

Page 124: ...remove the package record Find a package NOTE This feature may not be available in all markets For further advice please contact your local Pitney Bowes office 1 Select the Find a Package button in the Mailing tile on the Home screen 2 Enter a Tracking Number or Name 3 Press the Enter key If a package is found it will be listed 4 Select the arrow in front of the package to reveal all of the detail...

Page 125: ...electing either Sender or Recipient from the All contacts field You can also search for a particular recipient or sender in the search field l You can sort the list alphabetically in descending or ascending order by selecting the down arrow for the Contact column l To remove a contact select the settings icon to the right of the Type column and choose Remove l To edit a contact select the settings...

Page 126: ...ection 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 ...

Page 127: ...allowing you to create up to 3000 accounts If your mailing and shipping system uses Business Manager accounting all account and transaction management functions take place at the Business Manager Host PC Refer to the help file provided with the Business Manager application for more information Using a multi level account structure The accounting structure is based on three levels account sub accou...

Page 128: ...ount Graphics and Layout Account Engineering Sub account Industrial Design Sub sub account User Friendly Testing When multiple account levels are created the accounts are linked account sub account or account sub account sub sub account They become a set and are treated as one separate account with one account number and one password The top level account number and password are rolled down to the...

Page 129: ...ive Active status is the default setting for all accounts If you have an account that you no longer wish to use you can set the status to inactive The inactive account will remain on the system but you will not be able to process transactions against it l Account password You can create a password to restrict access to accounts sub accounts and sub sub accounts If an account is password protected ...

Page 130: ... x PC Transfer Utility x SendPro P x System Budget Manager x x x x Business Manager x x PC Transfer Utility x x x x SendPro P x x x System 0 9 a z A Z Budget Manager x x x x Business Manager x x x PC Transfer Utility x x x x x SendPro P x x x x x Accounting Pitney Bowes User Guide April 2022 130 ...

Page 131: ...r User Guide for more information about synchronization What is Cost Accounting Cost Accounting helps you ensure that all of your products are using a common consistent list of Cost Accounts This provides consistency in charging back your mailing and shipping expenses and tracking your spend across all of your compatible Pitney Bowes products It is recommended that you access Cost Accounting via y...

Page 132: ...ting Options Note If users are enabled on your system supervisor access rights are required to create edit or delete an account Creating an account You build your accounting structure by creating an account creating a sub account and creating a sub sub account on the mailing system Note If users are enabled on your system this feature is only available to users with supervisor access rights If you...

Page 133: ... has been created in Manage Accounts the only time the account Name or Code can be edited or the account can be deleted is before any transactions get posted against the Account Once transactions get posted against an account the Name or Code cannot be edited The account cannot be deleted only made inactive l Account names and codes cannot be reused even if the account is inactive Creating a Sub A...

Page 134: ...ating the sub or sub sub account as been created l Select Create another new account if you want to create a new top level account l Select the Add another new sub account to this account if you want to create another sub or sub sub account for this account l Select Add a sub sub account to this sub account if you have created a sub account and want to add a sub sub account to it l Select Done twi...

Page 135: ...lect Edit account 3 Select the account you want to edit and then select OK 4 Select the account attribute you want to edit l Account Sub account or Sub sub account name Select this option to make changes to the name of the account you selected Important Account names cannot be reused even if the account is inactive l Code Select this option to change the code you assigned to the account Important ...

Page 136: ...s If you are using Business Manager accounting this feature is available to all users Follow these steps to delete an account 1 Select Manage Accounts under Mailing on the Home screen 2 Select Delete account 3 Select the account sub account or sub sub account you want to delete and select OK 4 A dialog box appears indicating which accounts get deleted l If there are lower level sub accounts or sub...

Page 137: ...off 1 Select the Manage Accounts button in the Mailing tile on the Home screen 2 If you want to turn account passwords on a Select Turn account passwords on b Select Yes turn account passwords on c Select OK 3 If you want to turn account passwords off a Select Turn account passwords off b Select Yes turn account passwords off c Select OK 4 Select Done to return to the Home screen Accounting option...

Page 138: ...screen 3 Select the appropriate account and then select OK Note A padlock icon indicates that an account is locked If you select a locked account you will be prompted to type in the account password 4 The system returns to the Run Mail screen You are now ready to process mail against the selected account If you want to include the account as a permanent part of the job save your changes Changing a...

Page 139: ... Columns screen displays 4 To add a column to the Select Accounts screen a Select a column in the Available columns list b Select the Add button 5 To remove a column from the Select Accounts screen a Select a column in the Show these columns in this order list b Select the Remove button 6 To change the order of the columns on the Select Accounts screen a Select a column in the Show these columns i...

Page 140: ...ent 4 If the appropriate account is highlighted select OK If more than one account is identified as a match select the appropriate account and then select OK 5 If prompted type in the account password and select OK Sorting the account list You can change the order in which accounts appear on the Select Accounts screen You can sort by account name account code or description Select the account name...

Page 141: ...n select another account to process mail against Note If the selected account is saved as part of the job clearing the account on the Run Mail screen does not delete the account from the job You can select Reload job at any time to restore the original job settings Ending a batch A batch is used to track the number of pieces of mail processed for each job or mail run The batch can be cleared at th...

Page 142: ...orth i e 1st Class and Priority The system will record the mailpieces to the correct transaction if this happens When the transaction ends then the system will store two separate transactions as part of the batch Managing transactions Once a transaction has been processed you can view and edit it within the Manage Accounts application In addition you can create filters to select a group of transac...

Page 143: ... To change the order of the columns on the Select Accounts screen a Select a column in the Show these columns in this order list b Use the Move buttons to move the column up or down in the list 10 Select OK when you are done making your changes The Transaction List screen displays with the new column order 11 If you want to view transactions using a different filter select Filter list 12 Select Do...

Page 144: ... and shipping system or a PSD that is inactive 7 Select the Account field The Select Account screen displays 8 Select the appropriate account and then select OK 9 Select OK to return to the transaction list 10 Select Done to return to the Manage Accounts screen Filtering the transaction list You can view specific transactions during a certain date range or view specific account transactions by cre...

Page 145: ...transactions If you login to the meter as an operator or supervisor this feature is only available to users with supervisor access rights If you use Business Manager accounting this feature is available to all users 1 Select Manage Accounts in the Mailing tile on the Home screen 2 Select Transactions 3 Select View and edit transactions The Filter Transaction List screen appears It shows the previo...

Page 146: ... a Select Account b Select Next c Select Add Account d Select the accounts you want to search for transactions A check mark indicates you chose that that account e Select OK A list of the accounts you chose appears l Select Remove if you do not want to view transactions for a particular account l Select Remove all accounts if you want to clear the account list and start again l Select Add accounts...

Page 147: ...ons The View and Edit Transactions screen displays with a list of transactions that match the criterion of the filter you selected 5 Select the transaction you want to edit 6 Select the Actions button on the bottom of the screen and then select Edit transactions The Edit Transaction screen displays Note You cannot edit a transaction created with a PSD meter that is not currently installed on your ...

Page 148: ...s customized for a specific transaction The batch surcharge values revert to the global surcharge settings when you close the job reload the job or when the batch is ended You can apply a surcharge per piece of mail per transaction and or per transaction percentage l An amount per mailpiece surcharge is calculated by multiplying the number of pieces processed by the surcharge setting This surcharg...

Page 149: ...as been selected 4 To edit a surcharge value select Edit a Type in the appropriate value in the field provided l Select an amount above zero if you want to add to the postage amount for the piece or mail or transaction l Select a minus amount below zero if you want to subtract from the postage amount for the piece of mail or transaction b Select OK 5 Select Done to apply your changes and return to...

Page 150: ...oll through the list l If you want to remove the Job ID 2 from the job select Clear Job ID 2 Selecting a surcharge while running mail When you select a surcharge while running mail it will override global surcharges on your system if present When you close the job reload the job or when the batch is ended the system will revert to the global surcharge settings for the system Note All three global ...

Page 151: ...the piece of mail or transaction l Select Discount if you want to subtract from the postage amount for the piece of mail or transaction c Select OK 3 If you want to switch back to the global surcharge settings select Revert to global surcharge settings 4 Select OK to return to the Run Mail screen All about Job IDs If you use accounting your mailing system has the ability to track mail runs using J...

Page 152: ...elect a Job ID 2 to process mail l Job ID 1 and Job ID 2 options must be set individually Requiring Job ID 1 does not automatically do the same for Job ID 2 4 Select Autoclear after every batch if you want to automatically clear the Job ID when a batch is selected l Selecting this option for Job ID 1 means the system will clear the Job ID 1 at the end of each batch l Selecting this option for Job ...

Page 153: ... scroll through the list l If you want to remove the Job ID 2 from the job select Clear Job ID 2 All about accounting reports If you have purchased the accounting feature you can create a series of reports about a specific account or series of accounts In order to print an accounting report you need to have a document printer connected to your machine Account Detail report The Account Detail repor...

Page 154: ...eak by specific account or all accounts showing the carrier class used Weight Break by Carrier report The Weight Break by Carrier report contains a summary of the pieces and postage for each weight break by carrier and class Weight Break by Job ID 1 report The Weight Break by Job ID 1 report contains a summary of the pieces and postage for each weight break by specific Job ID 1 showing the carrier...

Page 155: ...ists the tracking number meter PSD number PbP account number mailer ID date time class special services total postage and fees destination zip code and customer reference run on your system during the current period USPS 3877 Form Facsimile report This report lists the USPS article number destination zip code postage special service type special service fee other fees total charge customer referen...

Page 156: ...eated by Pitney Bowes Save as is the only available option 8 Select the Actions button 9 Select Print report The report will print on the attached printer Exporting accounting reports Export an accounting report to view the report from your computer Accounting reports can be exported to a USB drive in csv xls and pdf formats The USB flash drive must be formatted as FAT or FAT32 1 Insert a USB driv...

Page 157: ...rive select a folder and then select the Open button Repeat this process until you have drilled down to the folder you want to use then select the folder in the Export to field 14 Select Select this folder 15 Select the export file type 16 Select OK 17 The system will alert you when the export is complete Select OK 18 Select Cancel to return to the report list 19 To access the report go to the fol...

Page 158: ...o view and or print the daily snapshot report Note You cannot export this report 1 Select the Manage Accounts button in the Mailing tile on the Home screen 2 Select Reports 3 Select Daily Snapshot Report The report appears onscreen for viewing 4 Select Refresh to ensure you are viewing the most up to date information 5 Select Print Report The report will print to the attached printer Setting up th...

Page 159: ...r the current year 7 Select OK to return to the Reports screen Default report period types The following options are available when selecting the default report period The calendar month reporting period is the system default l Calendar month l Calendar quarter l Calendar semi annual l Every 4 weeks l Period 4 4 5 l Period 4 5 4 l Period 5 4 4 Using a 4 4 5 calendar to manage accounting periods A ...

Page 160: ...elect Reports 3 Select Preferences 4 Select how you want accounts identified by Name or by Code 5 Select the account level you want to report at Account Sub account or Sub sub account 6 Select OK Deleting accounting reports 1 Select the Manage Accounts button in the Mailing tile on the Home screen 2 Select Reports 3 Select View print reports 4 Select the report you want to delete 5 Select Delete r...

Page 161: ...8 Reports In this section All about mailing reports 162 Printing a mailing report 162 All about funds and refill reports 163 Confirmation services receipt 164 ...

Page 162: ...ccounting feature you can create a series of accounting reports Refer to All about accounting reports for more information Printing a mailing report You can print reports on tape or envelopes using the internal mailing system printer 1 Select the Reports button in the Mailing tile on the Home screen The Reports screen displays 2 Select the report you want to print 3 The print dialog box appears l ...

Page 163: ...e refill was performed l Refill amount amount of the refill l Postage in meter after refill postage funds available for processing after the refill was performed l Prepaid balance money remaining in your PB Postage account l Purchase Power available your credit line with Purchase Power l PBP Account Number your PB Postage account number l Meter number the number assigned to the meter l Meter name ...

Page 164: ...Meter name the name assigned to the meter optional Confirmation services receipt Your system will prompt you to print a Confirmation Services Receipt for each confirmation services transaction that is processed l Package ID the tracking number or package identification code l Destination ZIP code destination ZIP Code of the package l Customer reference the recipient name invoice number customer ID...

Page 165: ...ccount 166 Your postage meter 166 Refilling your meter 167 Checking your balance at Pitney Bowes 168 Postage remaining 168 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 ...

Page 166: ...a Pitney Bowes service that you use to add postage to your meter You can access the postage account 24 hours a day 7 days a week through your mailing system For more information refer to the postage account materials provided with your system Your postage meter The postage meter on your mailing system is a Postal Security Device PSD that incorporates the latest technology approved by the United St...

Page 167: ...ted l Follow the prompts on your mailing system to make a successful connection Refilling your meter In order to add postage to your meter you must have funds available in your Reserve Account or USPS prepaid account or be using Purchase Power 1 Access the Funds application by selecting one of the following methods l Select Funds button on the Home screen l Select Postage in meter at the bottom of...

Page 168: ...tney Bowes Before refilling your meter you should check the funds available through your postage account 1 Select the Funds button in the Mailing tile on the Home screen 2 If necessary select the Meter Funds tab 3 Select Get Balance to obtain your current postage account balance The system notifies you when the account balance updates 4 Select OK 5 Select Done to return to the Home screen Postage ...

Page 169: ...meter is below field a Type in the postage amount b Select OK when done 4 To set the default refill amount select the Default refill amount field a Type in the default refill amount b Select OK when done 5 Select Done to return to the Home screen Viewing the refill history The Last 5 refills list provides a history of the last five refills that were performed on your system This information includ...

Page 170: ... the Home screen Finding the minimum and maximum postage values The maximum and minimum postage values can be viewed on the Funds screen These values define the minimum and maximum refill amounts you can use when refilling your meter 1 Select the Funds button in the Mailing tile on the Home screen 2 Select the Meter information tab 3 The minimum and maximum postage values appear in the Postal Secu...

Page 171: ...nformation Postal information upload includes all the information within the pieces run through the machine This includes but is not limited to postage used class of mail and number of pieces If the accounting feature is used the postal information upload will also include account data 1 Select the Funds button in the Mailing tile on the Home screen 2 Select the Meter Information tab 3 Select Uplo...

Page 172: ...10 Rates and updates In this section Performing the rate updates 173 Setting the time checks for updates 173 Checking for rates and software updates 173 Viewing the update history 174 ...

Page 173: ...he Home screen Checking for rates and software updates When you select the Rates and Updates button in the Mailing tile on the Home screen the system checks for available updates and downloads for example new graphic images that it finds Your system must be connected to the network to run this application 1 Select the Rates and Updates button in the Mailing tile on the Home screen The system check...

Page 174: ... Notes l Try to schedule the update for a time when the system is powered up but not in use l The rates and updates button shows an exclamation mark as a reminder that there are files waiting to be installed Viewing the update history 1 Select the Rates and Updates button from the Home screen The system will check for updates Refer to Checking for Rates and Software Updates for more information 2 ...

Page 175: ...11 System Setup In this section Personal settings 176 Application settings 177 Internet and network settings 178 System settings 180 Hardware settings 194 ...

Page 176: ...ur password or password hint in the Personal settings area 1 Select Settings under Mailing on the Home screen 2 If necessary select Personal from the list on the left side of the screen 3 Select Login 4 Select the Change password button to change your password a Enter your old password and select OK b Enter your new password and select OK c Re enter your new password to confirm and select OK 5 Sel...

Page 177: ... Home screen Application settings The Application settings allow you to enable tracking services prompts while running mail and to enter or edit the USPS Mailer ID To access these options select the Settings button in the Mailing tile on the Home screen and then select Applications Enabling tracking services prompts Use this option to enable tracking service prompts while running mail You can enab...

Page 178: ... the left side of the screen 4 Select Save Internet and network settings The Internet and Network settings allow you to l View the IntelliLink connection parameters for your postage account l Reset the factory settings if necessary l View and export the communications settings Once exported the communication setting information is used to set up the SendSuite Xpress or Ascent interface l View the ...

Page 179: ...ling system The communication settings are typically exported to set up the SendSuite Xpress and Ascent interface with the SendPro P system 1 Select Export settings to USB drive 2 Select the File name field a Type in the file name b Select OK 3 Select the Export to field a Select the folder on the USB drive where you want to export the file b Select Open 4 Select OK to export the communication set...

Page 180: ... 1 Select Settings under Mailing on the Home screen 2 The Settings screen displays Select Internet Network from the list on the left side of the screen 3 Select Inserting System System settings The System settings allow you to customize your mailing system to meet your needs l Timeouts Use this feature to set the system timeouts l Clock Use this feature to synchronize the system clock set the time...

Page 181: ...vance As soon as your system reaches the time you set it automatically advances the date 24 hours and prints that date on your postage Note The date on the postage should correspond to the date when your mail goes to the post office For example if your mail goes to the Post Office at 3 00 PM each day then set the date advance to 03 00 PM Any mail processed after 3 00 PM will have the date for the ...

Page 182: ...he information follow the instructions provided in Uploading Postal Information Enabling or disabling the postal information upload warning and setting the threshold If your SendPro P system has a good network connection it will attempt to upload postal information automatically when the screen saver is displayed when you shut down the system down and when you enter Manage Accounts Postal informat...

Page 183: ... synchronize the clock 4 To turn daylight saving time on or off select On or Off Note Turn Daylight Saving Time on in the Spring and off in the Autumn 5 Select the appropriate time zone from the Time Zone list 6 Select the Home button to return to the Home screen Setting system timeouts System timeouts can be set for your mailing system You can set any of the system timeouts from five minutes to f...

Page 184: ...nt Search Timeout The Account Search timeout option allows you to search for a particular account and is useful if you have many accounts created in your machine The timeout can be set to allow you to specify how much time you want the system to wait while you search for the account The timeout range is 0 milliseconds to 5 seconds ENERGY STAR What you should know about ENERGY STAR If your system i...

Page 185: ...energy consumption in compliance with the 2009 revised energy star standards for the mailing equipment category How is the Energy star Mode enabled The Energy star Mode is optional and is not standard with your base configurations for the SendPro P If this option is not part of your sales configuration the SendPro P system will not allow the automatic shut down to occur Is the system energy effici...

Page 186: ...Mailing on the Home screen 2 Select System from the list on the left side of the screen 3 Select Scanner Settings 4 Select the Default Scan Type tab Select one of the following account fields that you want the scanner to search for when scanning the barcodes l None Use this option if you do not want a default account type or if you will be scanning multiple fields l Account name This can be any na...

Page 187: ... with the prefix C you can use the default value If the account code contain a different prefix enter that value Combining multiple barcodes into a single scan If you need to combine multiple barcode scans into a single barcode you will need to define concatenate join characters For example the typical barcode scanner can only accept a maximum of 30 characters If you want to scan an account name t...

Page 188: ...t System from the list on the left side of the screen 3 Select Scanner Settings 4 Select the Barcode Auto Enter tab Select the On option button to turn on the Auto Enter feature select Off turn it off 5 Select the Home button to return to the Home screen Using scanner diagnostics The Scanner Diagnostics tab allows you to verify what is actually being read by the scanner in the barcode without havi...

Page 189: ...e an unlimited number of users on your system Enabling user logins Set up at least one user with a password to protect your system from unauthorized access 1 Select Settings under Mailing on the Home screen 2 Select System from the list on the left side of the screen 3 Select Users 4 On the User setup tab select Enable user logins You will be prompted to create a user with supervisor access rights...

Page 190: ...Add new The Create Users screen displays 5 Select the Username field to add the new user name 6 Enter the user name and select OK 7 If passwords are required on your system or if the user needs supervisor access select the Password field Type in the password and select OK 8 Select the appropriate user role operator or supervisor l Supervisors have full access and create other users You must have o...

Page 191: ...t on machine l Print refill receipts l Print refill summary l Reset batch counter l Reset IntelliLink Factory Settings l Withdraw a meter 1 Select Settings under Mailing on the Home screen 2 Select System from the list on the left side of the screen 3 Select Users 4 Select the Roles setup tab 5 Select the Operator user role 6 Select the functions in the Allow access to list that you want users to ...

Page 192: ... add or change the user s password hint 7 Select OK to return to the user settings screen 8 Select the Home button to return to the Home screen Deleting a user Important Supervisor access rights are required to manage users 1 Select Settings under Mailing on the Home screen 2 Select System from the list on the left side of the screen 3 Select Users 4 Select the user you want to delete If necessary...

Page 193: ...der Mailing on the Home screen 2 Select System from the list on the left side of the screen 3 Select Configuration 4 There are five tabs along the top of the screen related to rates and software status l The Messages tab tells you whether your rates and software are up to date l The Basic system info tab contains the system name model serial number and meter number l The Rates software tab contain...

Page 194: ...t this option to select the weighing mode or to set the weight limit l External printers Select this option to create a default external printer or to re establish connection to an external printer Viewing your model and serial number The model and serial number are helpful to have on hand for rate changes phone support and service 1 Select Settings under Mailing on the Home screen 2 Select Hardwa...

Page 195: ...t and drag the control button to adjust the timeout Use the and buttons for a more precise selection 6 Select OK to accept any changes you have made 7 Select the Home button to return to the Home screen Changing the scale vibration setting You can turn the vibration filter on if your mailing system is in an environment subject to vibrations such as near air conditioning vents or closing doors If y...

Page 196: ...e Refer to the installation instructions supplied with the scale for instructions on resetting the localization value Setting the WEIGH ON THE WAY W O W weight limit You can set the WEIGH ON THE WAY W O W weight limit to prevent the system from printing postage on pieces of mail that exceed a set weight 1 Select the Run Mail button in the Mailing tile on the Home screen 2 Select the Weighing icon ...

Page 197: ...de of the screen 3 Select WEIGH ON THE WAY W O W 4 Select the appropriate mode 5 Select the Home button to return to the Home screen Re establishing a connection to an external printer Occasionally you may need to re establish the connection to an external printer This can occur if the printer has been switched off while the SendPro P machine remains switched on 1 Select Settings under Mailing on ...

Page 198: ... 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 ...

Page 199: ...le to determine when the tape is running out and this may cause a jam The red stripe on the tape notifies you that you are running low on tape There is also a black stripe that tells the machine when it is out of tape When the system detects the black stripe on the tape it stops the machine At this point there is still a small amount of tape on the roll 1 Select Settings under Mailing on the Home ...

Page 200: ...ll Make sure the leading tape edge comes up from under the roll and to the right 9 Select Feed forward The system will advance the tape feed drive 10 Insert the lead edge of the tape into the entrance guide The system will advance the tape to the proper position 11 Close the cover 12 Select Done to return to the Home screen Maintenance Pitney Bowes User Guide April 2022 200 ...

Page 201: ...bottle is located to the right of the printer module behind the stacker 2 Remove the cap from the bottle 3 Add enough E Z Seal to bring the level up to the bottom of the throat of the bottle Do not overfill the envelope sealant bottle 4 Replace and tighten the cap and return the bottle to its original position No power Issue The screen is black and the power lights are not lit Cause The device is ...

Page 202: ...light should illuminate when the switch is in the on position If the blue light is off press and release the button to turn the system on On newer models a power switch is also fitted at the back of your device A green light should illuminate when the switch is in the on position If the green light does not illuminate please contact service personnel for support Maintenance Pitney Bowes User Guide...

Page 203: ... unbroken select Image is OK Done Skip to step 7 l If the test pattern has missing or incomplete lines select Not OK Clean print head Once the cleaning operation completes you will be prompted to print another test pattern If the pattern still has broken or missing lines you may need to replace the ink cartridge or print head 7 Select the Home button to return to the Home screen Cleaning the print...

Page 204: ...e the ink runs out You can print about another 300 postage indicia or leave the mailing system running for six days without printing If you do not have a replacement cartridge order one now Note Your actual ink usage will vary depending on whether you routinely print advertisements or inscriptions and how may pieces of mail you print per day Spot black 2 low ink warning If the spot black 2 ink car...

Page 205: ...ered under your service agreement Spot black 2 out of ink warning If the spot black 2 ink cartridge is out of ink a special Out of Ink warning will appear indicating that printing mail has been disabled to avoid damage to the system In order to resume printing you can l Replace the ink cartridge l Turn off spot black 2 printing Note If spot black 2 printing is turned off you can continue to print ...

Page 206: ...artridge and print head are removed at the same time ink from the print supply line will flow down the tube and squirt from the needle in the ink cartridge holder out into the printer and system interior 1 Select Replace ink cartridge when the low ink or out of ink warning appears If there is no low ink message a Select Settings on the Home screen b Select Hardware c Select Printer d Select Ink ca...

Page 207: ... ink cartridge straight out 4 The meter warns you that the ink cartridge is not installed Select Clear message 5 Remove the new ink cartridge from its packaging Maintenance Pitney Bowes User Guide April 2022 207 ...

Page 208: ...acceptable 10 Select Image is OK Done Replacing the printhead If you have cleaned the printhead and changed the ink cartridge and the print quality of the test sample is still not satisfactory replace the printhead 1 Select Settings under Mailing on the Home screen 2 Select Hardware 3 Select Printer 4 Select the Print head tab 5 Select the Install new button Maintenance Pitney Bowes User Guide Apr...

Page 209: ...6 Open the printer cover 7 Pull the blue latch all the way forward until it stops Maintenance Pitney Bowes User Guide April 2022 209 ...

Page 210: ...nt head handle up to a vertical position and then lift the print head straight up and out 9 Remove the new print head from its packaging Shake the print head three times Maintenance Pitney Bowes User Guide April 2022 210 ...

Page 211: ...e print head contact must be facing toward the front of the mailing system l Make sure the blue handle is down l During installation only apply pressure to the center of the print head Maintenance Pitney Bowes User Guide April 2022 211 ...

Page 212: ...e solid and unbroken the pattern is acceptable Select Image is OK Done Aligning the print heads If your system has a color printing module you should perform a print head alignment after you replace the print heads The print head alignment can be done for both envelope and tape envelope only or tape only You will need four or more envelopes of the same size to perform an envelope alignment 1 Selec...

Page 213: ...full color graphics are printed as part of a permit Select Next to continue 3 Place an envelope on the feed deck and select Start to print the vertical test pattern 4 Select the Pattern number field a Type in the number of the best aligned pattern b Select OK c Select Next to continue 5 Repeat steps 3 and 4 to print the second vertical test pattern 6 If the alignment was successful a message appea...

Page 214: ...essful a message appears indicating that the print heads have been aligned to print on envelopes and tape Select Done Envelope alignment only 1 Type in the length of your envelope a Use the and buttons to adjust the length measurement The minimum and maximum lengths allowed are displayed on the screen b Select Next to continue 2 Select the location on the envelope where most full color graphics ar...

Page 215: ...at the print heads have been aligned to print on envelopes Select Done Tape alignment only 1 Select Tape to print the first vertical test pattern a Select the Pattern number field b Type in the number of the best aligned pattern c Select OK d Select Next to continue 2 Repeat step 1 to print the second vertical test pattern 3 If the alignment was successful a message appears indicating that the pri...

Page 216: ...f Ink warning appears If the out of spot 2 ink warning error appears on the Run Mail screen select Turn off spot printing to view the Out of Ink warning 2 Review the terms and conditions a Select I have read and agree with these conditions b Select Yes turn black ink printing off 3 A warning appears indicating that your system needs to be reconfigured to turn off spot black 2 printing Select Yes p...

Page 217: ...ink cartridge and reconfigure the system Warning Do no open any covers unless prompted to do so Opening covers out of turn or otherwise interfering with the system will result in a series of error messages that may require the system to be restarted 4 Once the system has been reconfigured you will be prompted to print test patterns on tape Select Ready 5 Select Tape 6 Check the test pattern l If t...

Page 218: ...act information Remote System Assistance If you are unable to correct a problem with your SendPro P system the Pitney Bowes Support Center can instruct you on providing remote access Once you provide authorization the center can connect to your system and troubleshoot the problem Maintenance Pitney Bowes User Guide April 2022 218 ...

Page 219: ... made every reasonable effort to assure the accuracy and usefulness of this guide however we cannot assume responsibility for errors or omissions or liability for the misuse or misapplication of our products 3001 Summer Street Stamford Connecticut 06926 www pitneybowes com ...

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