Pitney Bowes DM125 Manual
DM125
DM225
INVIEW™Accounting
for DM125 and DM225
Digital Mailing Systems
Operator Guide
SV62371 Rev. A
January 2010
INVIEW™Accounting: Operator Guide
for DM125 and DM225 Digital Mailing Systems
©2010 Pitney Bowes Inc.
All rights reserved. This book may not be reproduced in whole or
in part in any fashion or stored in a retrieval system of any type or
transmitted by any means, electronically or mechanically, without the
express, written permission of Pitney Bowes.
We have made every reasonable effort to ensure the accuracy and
usefulness of this manual; however, we cannot assume responsibility
for errors or omissions or liability for the misuse or misapplication of
our products.
Due to our continuing program of product improvement, equipment
and material specifications as well as performance features are
subject to change without notice. Your digital mailing system may not
have some of the features described in this book. Available features
vary, depending on the model of your mailing system, installed
options, system software level, how your system is set up and the
country it is designed to operate in.
INVIEW, E-Z Seal and Postage By Phone are trademarks or
registered trademarks of Pitney Bowes Inc. ENERGY STAR is a
registered trademark of the United States Environmental Protection
Agency.
iiiSV62371 Rev. A
Pitney Bowes Contact List
DM125 DM225
Machine Identification
Product Name: DM125 Digital Mailing System
Model Number: PR00
OR
Product Name: DM225 Digital Mailing System
Model Number: PRL1
Resources
For support information, go to www.pb.com and click on Customer
Support.Click on Meters and Mailing Systems, then click on the
appropriate product name link.
To order PB supplies and accessories, go to:
www.pb.com and click on Supplies
OR
order by phone at 1-800-243-7824 (M-F 8:00 AM to 8:00 PM ET.)
To view a list of your equipment, pay invoices online, or you have
questions about your Postage-by-Phone account go to:
www.pb.com and click on My Account
For questions about your account or the product, call the Pitney
Bowes Customer Care Center at 1-800-522-0020 (Monday through
Friday, 8:00 AM - 8:00 PM ET).
To contact the United Stated Postal Service® (USPS), visit:
www.USPS.com
iv
Pitney Bowes Contact List
SV62371 Rev. A
This Page Intentionally Blank
v
Table of Contents
SV62371 Rev. A
Table of Contents
1 • Read this First
What's in this Guide...........................................................1-1
Overview of Accounting.....................................................1-1
INVIEW™Accounting and INVIEW™Meter Reporting .......1-2
2 • System Setup for INVIEW™Accounting
Introduction........................................................................2-1
Overview of INVIEW Accounting Activation and Setup .....2-2
Activating Accounting and Selecting INVIEW as the Type 2-4
Setting Up a Supervisor Password....................................2-5
Setting Up an Account Password ......................................2-6
Setting the Accounting Period ...........................................2-7
Setting Global Surcharges............................................... 2-11
Turning Surcharges On and Off ................................2-11
Configuring Surcharges ........................................... 2-12
Clearing All Surcharges ........................................... 2-14
Setting a Station ID..........................................................2-15
Configuring the Optional Barcode Scanner.....................2-16
Setting Up the Optional PC Transfer Utility .....................2-17
3 • Setting Up and Working With Accounts
Account Options ................................................................3-1
INVIEW™Accounting Structure .........................................3-1
Managing Accounts ...........................................................3-3
Creating a New Account....................................................3-3
Creating a Sub Account or SubSub Account ............. 3-5
Viewing and Editing Accounts ...........................................3-6
Selecting the Accounting Type ..........................................3-6
Clearing Account Data.......................................................3-7
Deleting an Account...........................................................3-8
4 • Running Mail
Home Screen with INVIEW™Accounting Activated ..............4-1
Selecting an Account to Track Postage .............................4-2
Applying Postage...............................................................4-3
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Table of Contents
SV62371 Rev. A
Selecting a Class or Special Services...............................4-3
5 • Transaction Options
Transaction Options...........................................................5-1
Viewing a Transaction .......................................................5-2
Adding a Manual Transaction ............................................5-4
Moving (Transferring) Transaction Data from One
Account to Another ............................................................5-6
Print Transactions Log Report ...........................................5-8
Clearing the Transaction Log.............................................5-9
Setting When Transaction Log Full Message Displays .....5-9
Defining the Action When the Transaction Log is Full .....5-10
6 • Running Reports
Accounting Reports ...........................................................6-1
Transaction Log Report .....................................................6-2
Account Summary .............................................................6-3
Quick Profile Report ..........................................................6-4
Accounting Setup Report...................................................6-5
Account List Report ...........................................................6-6
Speed Code List Report ....................................................6-7
7 • Transferring Data at End of Fiscal Periods
Transferring Data at the End of Accounting Periods .........7-1
Transferring Data at End of Fiscal Year.............................7-2
Standard Accounting Periods..................................... 7-2
Custom Accounting Periods....................................... 7-3
8 • Troubleshooting
Index
1-1
SV62371 Rev. A
1 • Read This First
Overview of Accounting
An accounting feature on a mailing system allows you to track
your postage costs by categories. These categories can represent
whatever makes sense to your organization - departments, people,
locations, projects, etc. In more advanced accounting features (such
as INVIEW™Accounting), you can further categorize your costs
using subaccounts, and even subsubaccounts.
Tracking your mailing expenses with categories allows you to
manage your postal costs in a more efficient manner by knowing who
(or what department) is using what type of postage to ship what type
of mail.
The information in this manual describes how to set up the INVIEW™
Accounting option. With this model of mailing machine, you also
have a choice of using the Standard accounting package.
What's in this Guide
Section Description
Chapter 1
Read This First Provides an overview of accounting, and specifically
what INVIEW accounting is about
Chapter 2
System Setup
for INVIEW™
Explains how to configure your system to use the
INVIEW™Accounting system
Chapter 3
Setting Up and
Working With
Accounts
Tells you how to set up individual accounts, and edit and
delete existing accounts
Chapter 4
Running Mail Describes how to run mail with INVIEW™Accounting
activated
Chapter 5
Transaction
Options
Describes how to enter manual transactions and how to
view, clear or void transactions
Chapter 6
Running
Reports
Explains how to run accounting reports provided with
your system
Chapter 7
Troubleshooting Describes how to handle accounting errors or warnings
you may encounter on your system
1-2
1 • Read This First
SV62371 Rev. A
INVIEW™Accounting and INVIEW™Meter Reporting
Besides the INVIEW™Accounting reports and information you can
run from your machine, there is a optional web-based solution
available from Pitney Bowes that allows you to view and consolidate
meter usage from multiple machines in your organization. This
solution is called INVIEW™Meter Reporting and is accessible from
the Pitney Bowes website when you logon to My Account.
The INVIEW™Meter Reporting system allows you to view and
analyze your postage meter activity for one meter, one location,
or across your entire enterprise. The meter activity for each meter
is transferred to the INVIEW™Meter Reporting system whenever
you connect your meter to the Pitney Bowes Data Center to refill
postage, check on available funds in your Postage By Phone
account, or during other inspection or maintenance processes.
The system provides a series of charts and reports that summarize
the usage activities from selected meters for user-defined periods of
time. The charts and reports are organized into different page tabs
that group similar information together to keep web site navigation
simple.
Charts and reports are generated using standardized input fields that
allow you to select a specific report and specify a date range and
meter selection to determine what information is to be displayed. You
also have the ability to export your information to print format (PDF),
spreadsheet format (Excel), and standard CSV (comma separated
variable) file format.
In addition, the system provides a comprehensive set of user-defined
preferences you can use to tell the system how to group and identify
each of your postage meters. You can:
• Assign meaningful customized names to identify your meters
and to identify the locations at which they are installed
• Create meter groups that enable you to easily select and
view information from meters that perform similar roles across
locations
• Assign a reference code to each meter that will allow you to
associate usage information (pieces and postage cost) to an
internal reference such as a chargeback code or purchase order
number.
1-3
1 • Read This First
SV62371 Rev. A
Accounting Reports Option of INVIEW™Meter Reporting
The Accounting Reports option within the INVIEW™Meter Reporting
system offers unparalleled flexibility in accessing and presenting in-
formation about where, how, and when postage is used within your
organization, based on account information. Like meter activity, the
account activity for each meter is transferred to the INVIEW™Meter
Reporting system whenever you connect your meter to the Pitney
Bowes Data Center to refill postage, check on available funds in your
Postage By Phone account, or during other inspection or mainte-
nance processes.
The Accounting Reports option can support account information up-
loaded from mailing machines using INVIEW™Accounting, Budget
Manager, or Business Manager accounting systems.
The Accounting Reports option allows you to see:
• the most used accounts by mail pieces and or postage. These
results can be displayed as a stacked bar chart or as a table.
• the number of pieces and total dollars charged to each account.
The total charged includes the postage, additional fees such as
delivery confirmation, and any surcharges applied by the mail cen-
ter. Subtotals are provided for subaccounts and subsubaccounts.
• the details for each mail class within each account. This includes
the number of pieces, total charged to each account, and break-
down of total charged as postage, additional fees such as deliv-
ery confirmation, and any surcharges applied by the mail center.
• the average cost per piece at different locations over the time
period selected. Pieces from all meters at each location are in-
cluded in the average.
• the details on specific transactions. This includes each transac-
tion, or batch of mail, grouped at the lowest level of account.
Transaction details also include the class of mail selected for
the batch (or the class determined by Weigh and Dimension on
the Way), the number of pieces processed, the postage, fees,
surcharge, total cost allocated, and the time each transaction
started and ended.
On most reports, the results for a selected time period can be
compared to another time period for instant comparison.
INVIEW™Accounting and INVIEW™Meter Reporting
1-4
1 • Read This First
SV62371 Rev. A
This Page Intentionally Blank
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