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Digital Mailing System DM500 TM and DM550 TM Operator Guide US English V ersion.
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SV60890 Rev . G i SV60890 Rev . G ©2005 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.
ii SV60890 Rev . G FCC Compliance This equipment has been tested and found to comply with the limits for a Class A digital device, pur- suant to part 15 of the FCC rules. These limits are designed to provide rea son able protection against interference when the equipment is op er at ed in a com mer cial en vi ron ment.
SV60890 Rev . G iii FCC Compliance of Modem This equipment complies with Part 68 of FCC rules. The label on the equipment cover shows the FCC registration number and the ringer equivalence number (REN) for the modem. If re quest ed, this information must be pro vid ed to the telephone com pa ny .
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SV60890 Rev . G i DM500™ and DM550™ Digital Mailing System Operating Guide Contents Pitney Bowes Contact Information List Chapter 1 - Read this First Chapter 2 - Meet the DM500™ and DM550™ Mai.
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i Pitney Bowes Contact Information List Pitney Bowes Web Sites ▪ For frequently asked questions, go to: http://www .pb.com ▪ T o place requests for service or training, go to: http://www .pb.com and click on My Account . ▪ T o order Pitney Bowes supplies and accesso- ries, go to: http://www .
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SV60890 Rev . G 1-1 Read This First Contents What’s in This Guide ..................................... 1-2 Other Information Available .......................... 1-3 What Y ou Need to Know ............................. 1-4 Safety Requirements .....
1-2 SV60890 Rev . G 1 • Read This First Chapter 1 - Read this First contains important information about USPS requirements and equipment and telephone safety precautions. Chapter 2 - Meet the DM500™ and DM550™ Digital Mailing System gives an overview of the mailing system and the location of each control and machine feature.
SV60890 Rev . G 1-3 DM500™ and DM550™ Digital Mailing System Operating Guide Other Information This section describes other sources of information available for the DM500™ and DM550™ Digital Mailing System. Publications Scale User Guide If you purchase an attached scale, read this guide if you have questions about its operation.
1-4 SV60890 Rev . G 1 • Read This First What Y ou Need to Know Since your postage meter (Postal Security Device) is licensed by the United States Postal Service (USPS), you must follow a few basic require- ments. USPS Requirements • Mail must have the correct date and postage amount in the meter stamp.
SV60890 Rev . G 1-5 DM500™ and DM550™ Digital Mailing System Operating Guide Safety Requirements W ARNING! Follow normal safety precautions for all office equip- ment whenever using yout mailing system. • Read all instructions before you attempt to operate the machine.
1-6 SV60890 Rev . G 1 • Read This First Safety Requirements continued If you use an AC adapter to power the meter when it is off the mailing ma- chine base: • Use only the AC adapter designed specifically for the IntelliLink® Con- trol Center on the back of the DM500™ and DM550™ Digital Mailing System.
SV60890 Rev . G 1-7 DM500™ and DM550™ Digital Mailing System Operating Guide • Do not connect your postage meter (Postal Security Device) to a digital phone line. The device’ s built-in modem is designed to work with an analog phone line only .
1-8 SV60890 Rev . G 1 • Read This First Important Information About Powering Y our DM Series™ Digital Mailing System Off NO NO NO YES OFF ON Y our DM Series™ Digital Mailing System is designed to remain powered on at all times.
SV60890 Rev . G 2-1 Introducing the DM500™ and DM550™ Digital Mailing System .............................................. 2-2 Features and Benefits .................................. 2-2 Parts of the Mailing System .......................... 2-5 Mailing System Exterior .
2-2 SV60890 Rev . G 2 • Meet the DM500™ and DM550™ Digital Mailing System The DM500™ and DM550 ™ System is an easy-to-use digital mailing sys- tem you can tailor to satisfy the unique re quire ments of your organization. This system: • Automatically feeds a stack of mail.
SV60890 Rev . G 2-3 DM500™ and DM550™ Digital Mailing System Operating Guide Ability to Communicate with other Applications Y our mailing machine has a peripheral communications USB port that al- lows you to connect to a personal computer (PC).
2-4 SV60890 Rev . G 2 • Meet the DM500™ and DM550™ Digital Mailing System Accounting and Reports Standard Accounting and Reporting The standard accounting and reporting feature allows you to store postage costs for 25 accounts, or you can purchase options for storing 100 or 300 accounts.
SV60890 Rev . G 2-5 DM500™ and DM550™ Digital Mailing System Operating Guide Parts of the Mailing System IntelliLink® Control Center - This contains the screen and keypad for com mu ni cat ing with the mailing machine and the built-in postage meter (Postal Security Device).
2-6 SV60890 Rev . G 2 • Meet the DM500™ and DM550™ Digital Mailing System The DM500™ and DM550™ System Right Side View of the DM500™ and DM550™ System Art Card Slot for Quick Reference C.
SV60890 Rev . G 2-7 DM500™ and DM550™ Digital Mailing System Operating Guide Mailing System Exterior continued Connectors on the Back of the Mailing System Base Dual External Device Ports - T wo USB ports are located on the back, lower right side of the machine.
2-8 SV60890 Rev . G 2 • Meet the DM500™ and DM550™ Digital Mailing System Connectors on the Back of the IntelliLink ® Control Center Internal Analog Phone Line Connector - Depending on the version of your IntelliLink ® Control Center , you may have an internal analog mo- dem.
SV60890 Rev . G 2-9 DM500™ and DM550™ Digital Mailing System Operating Guide Connecting the IntelliLink ® Control Center to a Remote Phone Line This figure shows where you connect the AC adapter to the IntelliLink ® Control Center after it has been removed from the mailing machine and moved to a remote analog phone line.
2-10 SV60890 Rev . G 2 • Meet the DM500™ and DM550™ Digital Mailing System The Mailing System Interior T op Release Jam Lever/Lower Release Lever - Lift these to clear jams on the Feed deck.
SV60890 Rev . G 2-1 1 DM500™ and DM550™ Digital Mailing System Operating Guide Ink Cartridge - This contains the ink used to create the meter stamp.
2-12 SV60890 Rev . G 2 • Meet the DM500™ and DM550™ Digital Mailing System 1. Five Screen Keys - The five keys directly to the left of the display screen allow you to select options displayed on the screen. 2. Lock Button - If no account is selected, this locks the IntelliLink ® Con- trol Center .
SV60890 Rev . G 2-13 DM500™ and DM550™ Digital Mailing System Operating Guide 14. Enter Key - Press to enter the information you have selected for the mailing system. 15. Arrow Keys - Moves you to new menus, or scrolls menus and selects options. 16.
2-14 SV60890 Rev . G 2 • Meet the DM500™ and DM550™ Digital Mailing System The content of the main screen depends upon the current mode of the machine. Main screens are the only screens that contain a meter stamp replica area and a main status area.
SV60890 Rev . G 3-1 Mail In A Minute Contents Mail In A Minute ............................................. 3-2 Preparing Y our Mail ...................................... 3-2 Running the Mail ........................................... 3-3 Printing Postage T apes .
3-2 SV60890 Rev . G 3 • Mail in a Minute This chapter explains how to use the “Key In Postage” mode. It’s the quickest and easiest way to run a piece of mail or print a postage tape. Refer to the Mailing Material in the Specifications sections in Appendix C in this guide to make sure your mail is compatible with your mailing sys- tem.
SV60890 Rev . G 3-3 DM500™ and DM550™ Digital Mailing System Operating Guide 3. 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).
3-4 SV60890 Rev . G 3 • Mail in a Minute Printing Postage T apes Print postage tapes for: • Packages • Onion skin/airmail type envelopes • T yvek ® envelopes • Envelopes that are thicker th.
SV60890 Rev . G 4-1 Running Mail Navigating Hints ........................................... 4-2 Applying Postage and Running Mail ........... 4-3 Determining the Correct Postage Mode ....... 4-4 Preparing Y our Mail .................................
4-2 SV60890 Rev . G 4 • Running Mail Navigating Hints • The maximum number of options displayed is 5. T o view more options, press the down arrow key . • Y ou can select a numbered option either by pressing the screen key next to the option, or by pressing the corresponding number on the keyboard and then pressing the Enter key .
SV60890 Rev . G 4-3 DM500™ and DM550™ Digital Mailing System Operating Guide Applying Postage and Running Mail T o apply postage and run mail on the DM500™ and DM550™ System, fol- low the procedures listed here. Y ou must follow procedures 1 and 2 before you run mail through the sys- tem and apply postage.
4-4 SV60890 Rev . G 4 • Running Mail Feeding Mail or Printing T ape? 1. If your mail requires no application of postage, see Chart C on the fol- lowing page to choose your mode. 2. If your mail requires postage, you must determine if you can print di- rectly on your mail.
SV60890 Rev . G 4-5 DM500™ and DM550™ Digital Mailing System Operating Guide 1 Determining the Correct Postage Mode continued Chart B - Postage T ape Mode If: then use this mode: Y ou know the amount of postage needed for your piece of mail. Key In Postage Y ou do not know the weight of your piece of mail.
4-6 SV60890 Rev . G 4 • Running Mail Preparing Y our Mail If you intend to run pieces of mail through your system, read About Run- ning Mail below . If you are going to print postage tapes, read About Print- ing Postage T apes on the following page.
SV60890 Rev . G 4-7 DM500™ and DM550™ Digital Mailing System Operating Guide 4. Adjust the thickness adjustment knob to adjust for envelope thickness. For thicker pieces of mail (3/8” to 5/8”), or mail containing several inserts, use the thick mail setting.
4-8 SV60890 Rev . G 4 • Running Mail Selecting the Postage Mode and Running the Mail Once you decide the appropriate mode for running your mail job, you select the mode on your mailing system. T o ac- cess the modes, press the Mode key on the IntelliLink® Control Center .
SV60890 Rev . G 4-9 DM500™ and DM550™ Digital Mailing System Operating Guide Mode Selection: Key in Postage Use this mode if you know what the correct amount of postage is for your mail and you intend to apply this postage to each piece. 1. Press the Mode key .
4-10 SV60890 Rev . G 4 • Running Mail This option is available on your DM550™ Digital Mailing System if it has the optional integrated platform scale or an attached external scale. This option allows you to place all of the mail on the scale at once, then remove each piece, one at a time and run it through the system.
SV60890 Rev . G 4-1 1 DM500™ and DM550™ Digital Mailing System Operating Guide Mode Selection: Manual Weight Entry T o perform manual weight entry: 1. Press the Mode key . 2. Select Manual Weight Entry . 3. T ype in the number of pounds and press Enter .
4-12 SV60890 Rev . G 4 • Running Mail This feature may be offered as a standard or optional feature and is not available on all Pitney Bowes solutions. Please contact your local account representative to determine if this option is accessible on your system.
SV60890 Rev . G 4-13 DM500™ and DM550™ Digital Mailing System Operating Guide Use this mode if you just want to seal the envelopes and do not want to apply postage. 1. Press the Mode key . 2. Select Seal Menu - No Printing and select the appropriate option.
4-14 SV60890 Rev . G 4 • Running Mail Selecting or Deselecting an Account 4 The information here applies only if you are running the Standard Account- ing package included with your DM Series™ system. If you are using Budget Manager or Business Manager refer to the operator guides pro- vided with those applications.
SV60890 Rev . G 4-15 DM500™ and DM550™ Digital Mailing System Operating Guide Selecting a Class, Carrier , or Special Service Each carrier has its own set of classes and each class has its own set of special services. When you select a class or carrier , only those options available for that selection display in the main screen.
4-16 SV60890 Rev . G 4 • Running Mail If your class requires you to select another country: 1. A list of countries appears in the display . Y ou can scroll through the countries: • Using the up/down arrows • T yping in the first few letters of the country until you get a match • T yping in the numeric code for that country 2.
SV60890 Rev . G 4-17 DM500™ and DM550™ Digital Mailing System Operating Guide Selecting the Meter Stamp Options The Meter Stamp Options selection allows you to change the elements printed on your piece of mail or tape.
4-18 SV60890 Rev . G 4 • Running Mail Y ou can have a variety of advertisements appear on your mail. For a list of the advertisements provided with your mailing system, refer to Chapter 1 1, Supplies and Options in this guide. T o add more advertisements, refer to Performing Updates or Adding Fea- tures in Chapter 9 in this guide.
SV60890 Rev . G 4-19 DM500™ and DM550™ Digital Mailing System Operating Guide Y ou can have a variety of inscriptions appear on your piece of mail. For a list of the inscriptions provided with your mailing system, refer to Chapter 1 1, Supplies and Options in this guide.
4-20 SV60890 Rev . G 4 • Running Mail This selection allows you to move the print position of the meter stamp away from the right edge of the envelope.
SV60890 Rev . G 4-21 DM500™ and DM550™ Digital Mailing System Operating Guide Using Electronic Confirmation Services The United States Post Office (USPS) provides three types of confirmation services: • Delivery Confirmation - shows you when the postal carrier delivered the mail.
4-22 SV60890 Rev . G 4 • Running Mail Overview continued Tracking Information on the Internet • After 24 hours you can track your mail on the internet using your Pitney Bowes Postage By Phone® Meter Payment System account number and the barcode number .
SV60890 Rev . G 4-23 DM500™ and DM550™ Digital Mailing System Operating Guide Using Confirmation Services Before Printing Postage USPS Confirmation Services are available when you are in the Attached Scale mode, or Manual Weight Entry mode. Refer to Select the Postage Mode section in this chapter for more information.
4-24 SV60890 Rev . G 4 • Running Mail Adding Confirmation Services After Printing Postage If you have already applied postage to a piece of mail and you now want to add a confirmation service to it, follow the procedure here. This procedure is based on using a Priority class and the E-Del Con ser- vice.
SV60890 Rev . G 4-25 DM500™ and DM550™ Digital Mailing System Operating Guide Editing, Deleting or Sending Confirmation Services Records This procedure tells you how to edit, delete or send confirmation services records once you have entered them into your system.
4-26 SV60890 Rev . G 4 • Running Mail Adding Postage or Changing the Date 8 If you do not have the correct postage or date on a piece of mail, you can add more postage or change the date directly on a piece of mail. If you prefer , you can print the corrections on at a tape instead and then apply it to the piece of mail.
SV60890 Rev . G 4-27 DM500™ and DM550™ Digital Mailing System Operating Guide T o change the date 1. If you are printing the date correction on an envelope and if the en- velope is sealed, press the Seal key and select Sealer Off . If you are printing on a tape, go to step 3.
4-28 SV60890 Rev . G 4 • Running Mail 9 Clearing the Batch Count If you keep track of the number of pieces of mail you process for each job or mail run, you may want to clear the batch count at the end of a run or just before starting a new run. The batch count appears on the display in the lower right corner .
SV60890 Rev . G 5-1 Mailing System Setup Navigating Hints ........................................... 5-2 Overview of Mailing System Setup ............... 5-3 Setting the Display Language ...................... 5-4 Adjusting Display Contrast and V olume Control .
5-2 SV60890 Rev . G 5 • Mailing System Setup Navigating Hints • The maximum number of options that display is 5. T o view more op- tions, press the down arrow key . • Y ou can select a numbered option either by pressing the screen key next to the option, or by pressing the corresponding number on the keyboard and pressing the Enter key .
SV60890 Rev . G 5-3 DM500™ and DM550™Digital Mailing System Operating Guide Overview of Mailing System Setup If for any reason you need to change the original setup on your system, refer to the appropriate procedure(s) in the following list: 1 Setting the Language Display .
5-4 SV60890 Rev . G 5 • Mailing System Setup Y ou can adjust the contrast of your display and set the volume (1D00 only) of the speaker on your mailing system. T o adjust the contrast level of your display: 1. Press the Menu Key . 2. Press the down arrow key and then select Adjust Display Contrast .
SV60890 Rev . G 5-5 DM500™ and DM550™Digital Mailing System Operating Guide 3 Setting the Date and T ime of Day If your mail is picked up at a certain time each day , you can set your sys- tem to advance the date at the mail pickup time. NOTE: The date on the meter stamp should correspond to the date when your mail goes to the post office.
5-6 SV60890 Rev . G 5 • Mailing System Setup Setting Up a Supervisor Password 4 Y ou can limit access to the following operations by creating a supervisor password.
SV60890 Rev . G 5-7 DM500™ and DM550™Digital Mailing System Operating Guide 5 Setting Up a Lock Code Use the Lock Code option to enter a four- digit password to prevent unau- thorized use of your postage meter . 1. Press the Menu key . 2. Select Set Up , then select Basic Settings .
5-8 SV60890 Rev . G 5 • Mailing System Setup Scale/Rates: Attached Scale This option appears only if you have an integrated scale or an attached external scale connected to your mailing system. Use this option to select how much time your system allows the scale to settle (Normal or Adjust for Motion).
SV60890 Rev . G 5-9 DM500™ and DM550™Digital Mailing System Operating Guide Scale/Rates: AutoScale Y ou can set AutoScale to On or Of f. Select On to enable the AutoScale feature.
5-10 SV60890 Rev . G 5 • Mailing System Setup Scale/Rates: ZIP/Zone Prompt This feature may be offered as a standard or optional feature and is not available on all Pitney Bowes solutions. Please contact your local account representative to determine if this option is accessible on your system.
SV60890 Rev . G 5-1 1 DM500™ and DM550™Digital Mailing System Operating Guide Scale/Rates: Add ZIPs to Zone 0 This feature may be offered as a standard or optional feature and is not available on all Pitney Bowes solutions. Please contact your local account representative to determine if this option is accessible on your system.
5-12 SV60890 Rev . G 5 • Mailing System Setup 7 Setting Up Postage By Phone® Meter Payment System This section describes how to set up Postage By Phone® Meter Payment System on your mailing system.
SV60890 Rev . G 5-13 DM500™ and DM550™Digital Mailing System Operating Guide Phone/Network Set Up: Dialing Prefix If you need to dial a number in order to reach an outside line, use this op- tion to enter that prefix number . 1. Press the Menu key on the control center .
5-14 SV60890 Rev . G 5 • Mailing System Setup Phone/Network Set Up: My Phone # Use this option to enter your local phone number (the number to which you mailing system is connected). 1. Press the Menu key on the control center . Select Set Up from the main screen, then select Phone/Network Set Up .
SV60890 Rev . G 5-15 DM500™ and DM550™Digital Mailing System Operating Guide Phone/Network Set Up: Modem String The modem string is a series of numbers and letters that the modem transmits when it calls Pitney Bowes. This string is entered by your Pitney Bowes customer service representative.
5-16 SV60890 Rev . G 5 • Mailing System Setup This option allows you to modify individual phone connection parameters. CAUTION: Changing these parameters may result in errors when trying to contact Pitney Bowes. Contact your Pitney Bowes rep- resentative or call the Help Desk if you are not sure.
SV60890 Rev . G 5-17 DM500™ and DM550™Digital Mailing System Operating Guide 8 Configuring High/Low Funds W arnings Setting the Low Funds Warning V alue Use this option to set a value at which the mailing system warns you that the funds remaining in the meter are getting low .
5-18 SV60890 Rev . G 5 • Mailing System Setup Timeouts: System Sleep This feature may be offered as a standard or optional feature and is not available on all Pitney Bowes solutions. Please contact your local account representative to determine if this option is accessible on your system.
SV60890 Rev . G 5-19 DM500™ and DM550™Digital Mailing System Operating Guide Timeouts: Feeding Timeout Use this option to specify how much time to allow before the feeder stops after the last envelope is processed. Y ou can set this timeout for 5 - 90 seconds, in 1 second increments.
5-20 SV60890 Rev . G 5 • Mailing System Setup This option allows you to specify how long the system will continue to feed mail placed on the feed deck without having to press the Start key . Y ou can set this timeout for 0 - 90 seconds, in 1 second increments.
SV60890 Rev . G 5-21 DM500™ and DM550™Digital Mailing System Operating Guide Defining Presets 9 11 Y ou can define up to 10 sets (0 -9) of preset mailing system values, with each set having differ.
5-22 SV60890 Rev . G 5 • Mailing System Setup How to Define Custom Preset V a lues 1. Enter the values for the mail job (for example, the weighing mode, the postage value, class and carrier etc.) that correspond to the values you want to be able to call up in the future by selecting a custom preset key .
SV60890 Rev . G 5-23 DM500™ and DM550™Digital Mailing System Operating Guide 5. Select On to turn on this feature and store the date advance. Select Off if you want to turn of f the feature. Refer to the examples on the next page for more information on how storing the Advance Date in custom presets works.
5-24 SV60890 Rev . G 5 • Mailing System Setup How to Edit Custom Preset V alues T o edit an existing custom preset, you define its new values and then over- write the old values. 1. Enter the new values for the mail job that correspond to the custom preset you want to change or edit.
SV60890 Rev . G 5-25 DM500™ and DM550™Digital Mailing System Operating Guide T aking the Meter Out of Service 12 Call your Pitney Bowes representative if you need to return the postage meter (contained in the IntelliLink® Control Center) to Pitney Bowes.
5-26 SV60890 Rev . G 5 • Mailing System Setup 14 Configuring the Optional Barcode Scanner If you have an optional barcode scanner attached to your DM500™and DM550™ Digital Mailing System, you can configure it to scan in account names or account codes if you are using the optional Bud- get Manager or Business Manager accounting systems.
SV60890 Rev . G 5-27 DM500™ and DM550™Digital Mailing System Operating Guide If you are using an accounting system on your DM500™ or DM550™ Sys- tem you can set up the scanner so that it interprets the barcode as an ac- count name or account code.
5-28 SV60890 Rev . G 5 • Mailing System Setup Adding Barcode Prefixes If your barcodes include a 1 or 2-digit prefix, or if you want to create bar- codes with a prefix, you can set up your system to recognize this prefix when you scan the barcode. This prefix identifies whether you are scan- ning in an account name or account code.
SV60890 Rev . G 5-29 DM500™ and DM550™Digital Mailing System Operating Guide Combining Barcodes If you need to combine multiple barcode scans into a single barcode, use this setup option. For example, the typical barcode scanner can only ac- cept a maximum of 30 characters.
5-30 SV60890 Rev . G 5 • Mailing System Setup Setting Auto-Enter Y ou can set up your system so that after it scans in a barcode value and displays it on the IntelliLink® Control Center screen, it requires you to press the Enter key to accept that value.
SV60890 Rev . G Adding Postage Postage By Phone® Meter Payment System .......................................... 6-2 Y our Postage Meter ...................................... 6-2 USPS Rekey Requirements ......................... 6-2 Managing Y our Postage Funds .
6-2 SV60890 Rev . G 6 • Adding Postage Y our Postage Meter The postage meter on your mailing system is a Postal Security Device (PSD) that incorporates the latest technology approved by the United States Postal Service to secure funds.
SV60890 Rev . G 6-3 DM500™ and DM550™ Digital Mailing System Operating Guide Managing Y our Postage Funds Refer to the appropriate section listed here for checking funds and account balances and adding postage when using the Postage By Phone® Meter Payment System.
6-4 SV60890 Rev . G 6 • Adding Postage Connecting Yo u r Postage Meter to an Analog Phone Line 1 Connecting Y our Postage Meter - Local Analog Phone Line Which connector do I use? Internal Analog Phone Line Connector - Depending on the version of your IntelliLink® Control Center , you may have an internal analog modem.
SV60890 Rev . G 6-5 DM500™ and DM550™ Digital Mailing System Operating Guide Connecting Y our Mailing System - Remote Analog Phone Line If you need to connect to an analog phone line that is not located near your mailing system, you can remove the IntelliLink® Control Center and move it to a location near the analog phone line.
6-6 SV60890 Rev . G 6 • Adding Postage 6. Add or check your postage funds as described in Checking Y our Postage By Phone ® Meter Payment System Account Balance in this chapter . 7. Reinstall the IntelliLink® Control Center by sliding it into the docking station on top of the mailing system until you hear it click into place.
SV60890 Rev . G 6-7 DM500™ and DM550™ Digital Mailing System Operating Guide 3 Checking Yo u r Postage By Phone ® Meter Payment System Account Balance Before adding postage to your meter , you should check the funds avail- able through the Postage By Phone® System.
6-8 SV60890 Rev . G 6 • Adding Postage Adding Postage T o add postage from your Postage By Phone® System account to your postage meter , follow these steps. 1. Press the Funds key . 2. Select Quick Refill , or Other Refill Amount . 3. If you have set up a supervisor password, you are prompted to enter the password now .
SV60890 Rev . G 7-1 Standard Accounting Setup * Navigating Hints .......................................... 7-2 Overview of Accounting ................................ 7-3 Using the Account Setup Procedures ........... 7-4 Before Using the Setup Procedures .
7-2 SV60890 Rev . G 7 • Accounting Setup Navigating Hints • Y ou can access all of the accounting features by pressing the Accounts key on the IntelliLink® Control Center .
SV60890 Rev . G 7-3 DM500™ and DM550™ Digital Mailing System Operating Guide Overview of Accounting The information in this chapter describes how to set up the Standard Accounting package provided with your mailing system.
7-4 SV60890 Rev . G 7 • Accounting Setup Before Using the Setup Procedures 1. If your system has a supervisor password set up, you must enter that password before you can enter the account setup mode.
SV60890 Rev . G 7-5 DM500™ and DM550™ Digital Mailing System Operating Guide 1. Press the Accounts key . 2. Press the right arrow key to enter the “Set Up Accounts” screen. 3. Select View Accounts . 4. The names of your top level accounts appear .
7-6 SV60890 Rev . G 7 • Accounting Setup Creating Accounts and Subaccounts continued 2 T o create a new subaccount or subsubaccount: 1. Press the Accounts key . 2. Press the right arrow key to enter the “Set Up Accounts” screen. 3. Select Create Account/Sub .
SV60890 Rev . G 7-7 DM500™ and DM550™ Digital Mailing System Operating Guide 3 Editing Accounts Y ou can change the name of an account, make the account inactive (or active), add a password or change an existing one, and clear (reset) all data from the account.
7-8 SV60890 Rev . G 7 • Accounting Setup 4 Setting an Account Period By default, your mailing system does not have an account period set. If you set an account period, when your system reaches the end of that pe- riod, you need to reset (clear) all of the data in the accounts before you can process mail again.
SV60890 Rev . G 7-9 DM500™ and DM550™ Digital Mailing System Operating Guide 6 T urning Account Password Protection On or Off When you delete an account, you remove its data completely . That data is then unrecoverable. Make sure you do not need the account’s data before you delete the account.
7-10 SV60890 Rev . G 7 • Accounting Setup 8 Resetting (Clearing) all Accounts When you reset or clear your accounts, you completely remove all of the data in all of your accounts. Once you clear the data, you cannot retrieve it. T o keep a record of your data, be sure and print a Multi-Account Sum- mary Report.
SV60890 Rev . G 7-1 1 DM500™ and DM550™ Digital Mailing System Operating Guide 10 T ransferring Funds T o transfer funds: 1. Press the Accounts key . 2. Press the right arrow key to enter the “Set Up Accounts” screen. 3. Select T ransfer Funds .
7-12 SV60890 Rev . G 7 • Accounting Setup Setting the Station ID If you have multiple mailing systems, the Station ID provides you with a way of identifying each system. The Station ID appears on accounting re- ports. 1. Press the Accounts key . 2. Press the right arrow key to enter the “Set Up Accounts” screen.
SV60890 Rev . G 7-13 DM500™ and DM550™ Digital Mailing System Operating Guide T o select and accounting type, or to disable the accounting feature on your mailing system, follow the procedure here. 1. Press the Accounts key . 2. Press the right arrow key to enter the “Set up Account” screen.
7-14 SV60890 Rev . G 7 • Accounting Setup Yo u r Accounting System Features Y ou can configure your mailing system to track and account for postage used by departments or individuals within your organization. Y our system stores the following information for each account.
SV60890 Rev . G 7-15 DM500™ and DM550™ Digital Mailing System Operating Guide Account Structure and Hierarchy Y ou can structure your accounts in single or multiple levels. For example, you can divide a top level department (account) into two or more major sections or subaccounts.
7-16 SV60890 Rev . G 7 • Accounting Setup Y ou can have all single top level accounts or you can mix both single and multi-layered accounts. The lowest level in the account structure is where charges are incurred.
SV60890 Rev . G SV60890 Rev . G 8-1 Reports Contents Introduction .................................................... 8-2 Printing a Report ........................................... 8-2 Single Account Report ................................. 8-3 Multi-Account Summary .
8-2 SV60890 Rev . G 8 • Reports Introduction Creating a report is quick and easy on your mailing system. With the capa- bility to print out reports on roll tape or envelopes using the internal mailing system printer , you can easily keep an accurate record of all your mailing activities.
SV60890 Rev . G 8-3 DM500™ and DM550™ Digital Mailing System Operating Guide Single Account Report The Single Account Report gives the total pieces of mail and the postage for a selected account. After you select Single Account Report the last account used is displayed.
8-4 SV60890 Rev . G 8 • Reports The Multi-Account Summary supplies the total pieces and postage for all enabled accounts. This report can be printed on an envelope with the internal printer .
SV60890 Rev . G 8-5 DM500™ and DM550™ Digital Mailing System Operating Guide Multi-Account Summary (External Printer V ersion) This version of the Multi-Account Summary can only be printed on an at- tached external printer . Account numbers are only assigned to the lowest level of the account hierarchy or transaction level.
8-6 SV60890 Rev . G 8 • Reports The Last Five Refills Report lists the last five refills for any enabled ac- count and prints the information on a single envelope or strip of tape.
SV60890 Rev . G 8-7 DM500™ and DM550™ Digital Mailing System Operating Guide The Confirmation Services Report provides details for Confirmation Ser- vices pieces processed and uploaded via IntelliLink® Control Center . It prints the information on an envelope or strip of tape.
8-8 SV60890 Rev . G 8 • Reports This feature may be offered as a standard or optional feature and is not available on all Pitney Bowes solutions. Please contact your local account representative to determine if this option is accessible on your system.
SV60890 Rev . G 8-9 DM500™ and DM550™ Digital Mailing System Operating Guide The Funds Report gives a summary of the funds used and available in the meter , total pieces run, batch pieces and value.
8-10 SV60890 Rev . G 8 • Reports System Setup Report The System Setup Report is an extensive report that gives you compre- hensive information about your total mailing system. Y ou can only the entire system set up. However , the entire report must be printed on an at- tached printer .
SV60890 Rev . G 8-1 1 DM500™ and DM550™ Digital Mailing System Operating Guide Error Report This feature may be offered as a standard or optional feature and is not available on all Pitney Bowes solutions. Please contact your local account representative to determine if this option is accessible on your system.
8-12 SV60890 Rev . G 8 • Reports Job Report This feature may be offered as a standard or optional feature and is not available on all Pitney Bowes solutions. Please contact your local account representative to determine if this option is accessible on your system.
SV60890 Rev . G 8-13 DM500™ and DM550™ Digital Mailing System Operating Guide Data Capture Report (Non-US Use Only) The Data Capture Short Report provides information on the data that is transferred from the mailing system through Pitney Bowes Data Center to the Post Office.
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SV60890 Rev . G 9-1 Maintaining and Updating Items to Keep On Hand ................................ 9-2 Cleaning the Exterior .................................... 9-2 T ape Maintenance ....................................... 9-3 E-Z Seal ® Sealing Solution Maintenance .
9-2 SV60890 Rev . G 9 • Maintaining and Updating Cleaning the Exterior T o clean the outside of your mailing system, wipe it off with a soft dry cloth.
SV60890 Rev . G 9-3 DM500™and DM550™ Digital Mailing System Operating Guide Ta p e Maintenance T ape maintenance consists of installing a new tape roll. The DM500™ and DM550™ systems uses adhesive tape. A red stripe appears along its edge approximately 22 inches from the end to indicate a low tape condition.
9-4 SV60890 Rev . G 9 • Maintaining and Updating 2. Drop the new tape in so that it feeds from the bottom of the roll to the right. The protective backing on the tape should be facing down. Pull about 12 inches of tape from the end of the roll up to- ward the cover and then loop it down into the slot.
SV60890 Rev . G 9-5 DM500™and DM550™ Digital Mailing System Operating Guide E-Z Seal ® Sealing Solution Maintenance 1. Open the feed cover and lift out the E-Z Seal® bottle. The bottle is located to the left of the tape roll. E-Z Seal ® Bottle Y our mailing system displays a message telling you when your E-Z Seal® Solution is running low .
9-6 SV60890 Rev . G 9 • Maintaining and Updating 1. Lift the feed cover . 2. Push down on the moistener brush button. 3. Grasp the moistener brush as- sembly and pull it straight out towards you. 4. Clean the moistening brush by running the brush under warm water .
SV60890 Rev . G 9-7 DM500™and DM550™ Digital Mailing System Operating Guide 6. Replace the existing clean moistener brush assem- bly , or install a new one by pushing the assembly back on its track until it snaps into position.
9-8 SV60890 Rev . G 9 • Maintaining and Updating 4. Gently lift the moistener tank up and out. CAUTION: The tank may be full of E-Z Seal® liquid. Cleaning or Replacing the Wick 1. Open the feed cover and lift the E-Z Seal® bottle out of its holder .
SV60890 Rev . G 9-9 DM500™and DM550™ Digital Mailing System Operating Guide 9. After cleaning the wick and tank, place the shield on the wick, making sure that there is no gap between the shield and the surface of the wick. 6. Drain the moistener tank over the front of the machine into a receptacle as shown here.
9-10 SV60890 Rev . G 9 • Maintaining and Updating Cleaning or Replacing the Wick continued 10. Place the shield and wick assembly in the moistener tank and push down on the shield to push the as- sembly into the tank. 1 1. Replace the moistener tank and gently slide it back into the machine, taking care not to crimp the supply tubing.
SV60890 Rev . G 9-1 1 DM500™and DM550™ Digital Mailing System Operating Guide Cleaning or Replacing the Wick continued 13. Remove the moistener tank and hold it as high as you can above the machine as shown in the picture on the right. Hold it in this position for ap- proximately 20 seconds.
9-12 SV60890 Rev . G 9 • Maintaining and Updating 15. Replace the moistener brush assembly by pushing it back on its track until it snaps into position. Check to make sure that the flap blade of the moistener brush assembly is under (and not over) the stripper finger as shown here.
SV60890 Rev . G 9-13 DM500™and DM550™ Digital Mailing System Operating Guide Printer Maintenance The printer components, consisting of the printer nozzle, ink cartridge and printhead, require minimum maintenance to ensure clean, clear meter im- prints on your mail.
9-14 SV60890 Rev . G 9 • Maintaining and Updating Cleaning the Printer Nozzle Y ou can clean the printer nozzle at any time by following these steps: 1. From the IntelliLink® Control Center , press the Menu key . 2. Select Maintenance . 3. Select Clean Printer Nozzle .
SV60890 Rev . G 9-15 DM500™and DM550™ Digital Mailing System Operating Guide Replacing the Ink Cartridge “Low Ink - Order Ink” appears on the IntelliLink® Control Center main screen when there is only enough ink for approximately 10 days of mailing.
9-16 SV60890 Rev . G 9 • Maintaining and Updating T o replace the ink cartridge: 1. Lift up the main cover and locate the ink cartridge lid. 2. Push the tab on the front of the cartridge lid. Lift the lid up and push toward the back of the machine. 3.
SV60890 Rev . G 9-17 DM500™and DM550™ Digital Mailing System Operating Guide Replacing the Ink Cartridge continued 4. Insert the new ink cartridge with the grooved side facing you. 5. Close the ink cartridge lid and push down until it locks into place.
9-18 SV60890 Rev . G 9 • Maintaining and Updating Changing the Printhead Printhead T ab If you have cleaned the printer nozzle and changed the print cartridge and the meter stamp is still not satisfactory , replace the printhead. CAUTION: Do NOT attempt to clean the printhead.
SV60890 Rev . G 9-19 DM500™and DM550™ Digital Mailing System Operating Guide 8. Grasp the printhead cover and pull up as shown here. 6. Push the printhead tab to the left as shown here. 7. While continuing to press the printhead tab to the left, pull the assembly forward as shown here.
9-20 SV60890 Rev . G 9 • Maintaining and Updating 9. Locate the stand-off on top of the printhead shown here. Changing the Printhead continued Printhead Stand-off 10. Grasp the printhead stand- off and lift the printhead up and out. 1 1. Discard the old printhead.
SV60890 Rev . G 9-21 DM500™and DM550™ Digital Mailing System Operating Guide 14. Close the printhead cover and push the printhead tab back into place.
9-22 SV60890 Rev . G 9 • Maintaining and Updating Changing the Wiper Blade Assembly When you change the printhead, you must also replace the wiper blade assembly . Instructions for replacing the wiper blade assembly are included with each replacement and are repeated here for your convenience.
SV60890 Rev . G 9-23 DM500™and DM550™ Digital Mailing System Operating Guide This section describes how to: • T urn on new features. • Perform software updates and download new postal rates.
9-24 SV60890 Rev . G 9 • Maintaining and Updating 6. Select the method of update from the options displayed on the screen. The options are: Art Card Feature Code Phone Download a. Art Card : If you select Art Card , the system prompts you to “Place Art Card in slot at side of control panel”.
SV60890 Rev . G 10-1 T roubleshooting How to T roubleshoot your DM500™ and DM550™ Digital Mailing System ................................ 10-2 Envelope Sealing Problems ........................ 10-2 Envelope Feeding Problems ......................
10-2 SV60890 Rev . G 10 • T roubleshooting How to T roubleshoot your DM Series™ Digital Mailing System This chapter contains a list of problems you may encounter while using your DM Series™ System. Review the problems and if you are unable to find a solution, call the Help Desk or you can schedule a request for service at our web site.
SV60890 Rev . G 10-3 DM500™ and DM550™ Digital Mailing System Operating Guide Envelope Feeding Problems Description Possible Causes Solution More than one envelope is feeding T oo many envelopes are on the feed deck; envelopes are not stacked properly on the feed deck.
10-4 SV60890 Rev . G 10 • T roubleshooting Envelope Feeding Problems Description Possible Causes Solution Envelope(s) getting jammed Envelopes are too thick or thin for the feeder adjustment setting. Adjust the thickness adjustment knob to correspond to the envelope thickness.
SV60890 Rev . G 10-5 DM500™ and DM550™ Digital Mailing System Operating Guide Envelope Feeding Problems Description Possible Causes Solution Envelope(s) getting jammed (continued) T o clear a jam in the feed deck : (continued) 5. Depending oh how badly the envelope is damaged, you may need to replace it.
10-6 SV60890 Rev . G 10 • T roubleshooting T ape Feeding Problems Description Possible Causes Solution T ape jamming in the feeder Adhesive is left on the leading edge of the new tap roll, or the leading edge of the tape is rolled or folded under the tape roller .
SV60890 Rev . G 10-7 DM500™ and DM550™ Digital Mailing System Operating Guide Printing Problems Description Possible Causes Solution Meter imprint is out of alignment Envelope is skewing on the feed deck. Adjust the thickness adjustment knob to correspond to the envelope thickness.
10-8 SV60890 Rev . G 10 • T roubleshooting Problems Adding Postage to Y our Postage Meter Description Possible Causes Solution Refill operation fails when IntelliLink® Con- trol Center is on or off the mailing system Phone line is not connected to an analog line or is loose.
SV60890 Rev . G 10-9 DM500™ and DM550™ Digital Mailing System Operating Guide Weighing Problems Description Possible Causes Solution Weight on internal scale is erratic Possible interference. Remove everything from the scale and turn off the power .
10-10 SV60890 Rev . G 10 • T roubleshooting Weighing Problems Description Possible Causes Solution Weights on external scale are erratic or the scale does not return to zero. continued For MP Series External W eighing Platform scales: The scale top cover my not be seated properly on the scale Center the bubble 4.
SV60890 Rev . G 11 - 1 Ordering Supplies ........................................ 1 1-2 Consumables Y ou Can Order .................... 1 1-2 Moistener Kit .............................................. 1 1-3 Wiper Blade and Printhead Kits ...........
11 - 2 SV60890 Rev . G 1 1 • Supplies and Options Ordering Supplies Ordering a Pitney Bowes Supply Catalog Y ou can order a Pitney Bowes Supply Line™ Catalog. Refer to the Pitney Bowes Contact Information List at the front of this guide for the Pitney Bowes Supply Line™ phone number .
SV60890 Rev . G 11 - 3 DM500™ and DM550™ Digital Mailing System Operating Guide Moistener Kit Wiper Blade and Printhead Kits Moistener Kit (includes complete stripper blade assembly with brush in .
11 - 4 SV60890 Rev . G 1 1 • Supplies and Options Accessories Y ou Can Order Advertisements and Inscriptions Advertisements and inscriptions contain messages you can include in the meter stamp. A number of standard advertisements and inscriptions are included with your mailing system.
SV60890 Rev . G 11 - 5 DM500™ and DM550™ Digital Mailing System Operating Guide USPS Supplies Y ou can order free mailing supplies from the USPS for use with the DM500™ and DM550™ System by visiting the USPS Shipping Supplies Online web site.
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SV60890 Rev . G A-1 Glossary A.
A-2 SV60890 Rev . G A • Glossary Accounting A feature of the mailing system that allows you to charge postage to individual accounts. AccuT rac™ Mail Accounting Software A Pitney Bowes mail accounting system software application that allows you to record postage transactions to track costs so you can charge these costs to accounts or customers.
SV60890 Rev . G A-3 DM500™ and DM550™ Digital Mailing System Operating Guide Certified Mail Rates Please refer to the USPS web site at www .usps.com for rates. Class Key Enables you to select the correct class for your mailing (e.g. First Class, Priority , Express Flat Rate).
A-4 SV60890 Rev . G A • Glossary Feed Deck The area of the mailing machine where you feed the envelopes. FIM (Facing Identification Mark) A series of five or six vertical bars used by automated postal equipment to identify , orient, and separate reply mail.
SV60890 Rev . G A-5 DM500™ and DM550™ Digital Mailing System Operating Guide Meter Imprint (or Meter Stamp) Postage stamp printed directly on a piece of mail or tape using a meter device in place of traditional glue or adhesive affixed stamps.
A-6 SV60890 Rev . G A • Glossary Rate update Changing of the postal rates by the USPS. Reports Key This key allows you to view a or select a report to print. Return Receipts A return receipt for Certified Mail serves as a legal document proving the date and time when the recipient took possession of the piece of mail.
SV60890 Rev . G A-7 DM500™ and DM550™ Digital Mailing System Operating Guide T est Pattern The pattern printed during a test to show the clarity of the meter imprint. Thickness Adjustment Knob Adjusts the tension to accommodate the thickness of the pieces of mail you are feeding.
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SV60890 Rev . G B-1 The following checklist includes the topics your Pitney Bowes representative will discuss with you to ensure that you fully understand how to operate your DM Series™ Digital Mailing System. The checklist is divided into the following sections: Learning About Y our System .
B-2 SV60890 Rev . G B • Operator T raining Checklist Learning About Y our System Place a check mark in the Done box when you complete the topic. Learning About Refer to Chapter and Section Page Done System controls, connections and their locations.
SV60890 Rev . G B-3 DM500™ and DM550™ Digital Mailing System Operating Guide Basic Operations Place a check mark in the Done box when you complete the topic. How to do the following: Refer to Chapter and Section Page Done Move around, select and enter information in the main screen.
B-4 SV60890 Rev . G B • Operator T raining Checklist Advanced Operations Place a check mark in the Done box when you complete the topic. How to do the following: Refer to Chapter and Section Page Done Change or advance the date to be printed on your enve- lope or tape (this does not change your system's date).
SV60890 Rev . G B-5 DM500™ and DM550™ Digital Mailing System Operating Guide If Y ou Need T o Change Y our System Setup Place a check mark in the Done box when you complete the topic. How to do the following: Refer to Chapter and Section Page Done Change the date on your DM system.
B-6 SV60890 Rev . G B • Operator T raining Checklist If Y ou Need T o Change Y our System Setup (continued) Place a check mark in the Done box when you complete the topic.
SV60890 Rev . G B-7 DM500™ and DM550™ Digital Mailing System Operating Guide What Y ou Need to Maintain Y our System Place a check mark in the Done box when you complete the topic. How to do the following: Refer to Chapter and Section Page Done Determine what supplies you need to keep on hand.
B-8 SV60890 Rev . G B • Operator T raining Checklist If Y ou Have Problems with Y our System Place a check mark in the Done box when you complete the topic. What to do if the following occurs: Refer to Chapter and Section Page Done Envelopes are not sealing correctly .
SV60890 Rev . G C-1 Specifications .............................................. C-2 Mailing Materials ..................................... C-4 Envelope Dimensions .
C-2 SV60890 Rev . G C • Specifications Specifications Dimensions and Weight DM500™ (DGF1 (1) , DEP0 (2) ) DM550™ (DHF1 (1) , DEP0 (2) ) Size (inches): w/o Stacker 35L x 15H x 19W Size (mm): w/o .
SV60890 Rev . G C-3 DM500™ and DM550™ Digital Mailing System Operating Guide Capacities and Features DM500™ (DGF1 (1) , DEP0 (2) ) DM550™ (DHF1 (1) , DEP0 (2) ) Sealing Method Sealing with flap closed. E-Z Seal® Fluid Sensing W arning method for low fluid level of E-Z Seal®.
C-4 SV60890 Rev . G C • Specifications Specifications continued Mailing Materials: Envelope Dimensions (refer to envelope measurement figure on next page) Minimum 3 in. x 5 in. (76.2 mm x 127 mm) postcard size. Maximum 1 1 in. x 13 in. (279 mm x 330 mm) in landscape orientation.
SV60890 Rev . G C-5 DM500™ and DM550™ Digital Mailing System Operating Guide Envelope Dimensions 13 in. (330 mm) Maximum 3 in. (76.2 mm) Minimum 1 in.
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SV60890 Rev . G i-1 Index.
i-2 SV60890 Rev . G Index A Accessories description 2-4,1 1-4 ordering 2-4,1 1-4 Accounting selecting the accounting type 7-13 set up mode 7-2 turning off accounting 7-13 Accounts accessing features 7.
SV60890 Rev . G i-3 DM500™ and DM550™ Digital Mailing System Operating Guide Daylight saving setting up 5-5 Dialing prefi x 5-13 Differential weighing how to use 4-10 when to use 4-5 Discount cod.
i-4 SV60890 Rev . G Index M Mail determining the postage mode 4-4,4-5 preparation 3-2,4-6 quick setup and start 3-2 selecting the postage mode 4-8 Mailing materials C-4 Mailing system art card slot 2-.
SV60890 Rev . G i-5 DM500™ and DM550™ Digital Mailing System Operating Guide Permit mail report 8-8 Platform scale (optional) location 2-6 Postage adding more postage 4-26 Postage By Phone® Syste.
i-6 SV60890 Rev . G Index Screen keys description 2-12 location 2-13 Seal key description 2-12 location 2-13 when running mail 3-2,4-6 Side guide adjusting for mail 3-3,4-6 correct setting 4-6 locatio.
Een belangrijk punt na aankoop van elk apparaat Pitney Bowes DM500 (of zelfs voordat je het koopt) is om de handleiding te lezen. Dit moeten wij doen vanwege een paar simpele redenen:
Als u nog geen Pitney Bowes DM500 heb gekocht dan nu is een goed moment om kennis te maken met de basisgegevens van het product. Eerst kijk dan naar de eerste pagina\'s van de handleiding, die je hierboven vindt. Je moet daar de belangrijkste technische gegevens Pitney Bowes DM500 vinden. Op dit manier kan je controleren of het apparaat aan jouw behoeften voldoet. Op de volgende pagina's van de handleiding Pitney Bowes DM500 leer je over alle kenmerken van het product en krijg je informatie over de werking. De informatie die je over Pitney Bowes DM500 krijgt, zal je zeker helpen om een besluit over de aankoop te nemen.
In een situatie waarin je al een beziter van Pitney Bowes DM500 bent, maar toch heb je de instructies niet gelezen, moet je het doen voor de hierboven beschreven redenen. Je zult dan weten of je goed de alle beschikbare functies heb gebruikt, en of je fouten heb gemaakt die het leven van de Pitney Bowes DM500 kunnen verkorten.
Maar de belangrijkste taak van de handleiding is om de gebruiker bij het oplossen van problemen te helpen met Pitney Bowes DM500 . Bijna altijd, zal je daar het vinden Troubleshooting met de meest voorkomende storingen en defecten #MANUAl# samen met de instructies over hun opplosinge. Zelfs als je zelf niet kan om het probleem op te lossen, zal de instructie je de weg wijzen naar verdere andere procedure, bijv. door contact met de klantenservice of het dichtstbijzijnde servicecentrum.
