Using USPS® Confirmation Services with Digital Mailing Systems Models: DM100i, DM125, DM225, DM200L, DM300c, DM400c, DM450c, DP100i, DP200L, DP300C, DP400C, DP450C Reference Manual
SV61156 Rev. E January 2010 ©2004, 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.
USING USPS® CONFIRMATION SERVICES 1. INTRODUCTION .................................................. 2 2. ABOUT USPS CONFIRMATION SERVICES .............. 3 3. USING CONFIRMATION SERVICES—AN OVERVIEW ... 7 4. STEP-BY-STEP INSTRUCTIONS .......................... 10 5. ABOUT LABELS ............................................... 21 6. TRACKING MAIL ON THE WEB ........................... 23 7. FREQUENTLY ASKED QUESTIONS .......................
Digital Mailing Systems 1. Introduction About this Book This book explains how to use your mailing system to take full advantage of USPS® confirmation services. It explains what these services are and how to use them. Equipment Covered This book provides instructions for using confirmation services with these mailing systems: • • DM100i, DM125, DM200L, DM225, DM300c, DM400c, and DM450c. DP100i, DP200L, DP300C, DP400C, and DP450C.
Using USPS® Confirmation Services 2. About USPS Confirmation Services Delivery Confirmation— Green Label Delivery Confirmation allows you to verify the date and time of delivery of your mail pieces or, if the delivery was unsuccessful, the date and time of the delivery attempt. The service is currently available for First Class Mail parcels, Priority Mail parcels, Standard Mail parcels and Package Services parcels, which include Parcel Post, Library Mail, Media Mail, and Bound Printed Matter.
Digital Mailing Systems 2. About USPS Confirmation Services Signature Confirmation— Pink Label (continued) You may combine Signature Confirmation with COD Insured mail, Registered Mail, and special handling. It may also be combined with restricted delivery if purchased with insurance for more than $220, COD, or Registered Mail service. This is an additional cost for Signature Confirmation service. As an add-on service to Delivery Confirmation, there is an additional cost.
Using USPS® Confirmation Services 2. About USPS Confirmation Services Certified Mail— Dark Hunter Green Label (continued) If you decide you want a return receipt after you’ve mailed your Certified Mail piece, go to your local Post Office and ask for this service. The Post Office will give you a scanned image of the recipient’s signature, along with the date of delivery. Be sure to provide the 22-digit barcode used on the mail piece. There is a fee for this service.
Digital Mailing Systems 2. About USPS Confirmation Services USPS Forms PS Form 5051, Confirmation Services — Electronic Option Application This is an administrative application used to establish mailers in the confirmation services database. This form is required of any customer who wishes to use Delivery Confirmation, Signature Confirmation or Certified Mail.
Using USPS® Confirmation Services 3. Using Confirmation Services—an Overview How USPS Confirmation Services Work HINT: When you use Delivery or Signature confirmation services with your mailing system and send barcodes electronically over the phone line, you get a discount on the cost of the service. Remember: The discount applies only if you use the barcode labels provided by Pitney Bowes and send the records electronically. The diagrams on the next two pages show the confirmation services process.
Digital Mailing Systems 3. Using Confirmation Services—an Overview Before You Start Make sure you have an adequate supply of pre-printed labels provided by your system supplier. See Section 5 for ordering instructions. Please DO NOT use retail labels supplied by your Post Office. They won’t work with your system. Be sure to select the green label for Delivery Confirmation, the pink label for Signature Confirmation, or the dark hunter green label for Certified Mail.
1 2 3 4 5 6 7 8 9 Weigh the Envelope or Package Weigh the mail piece on the scale. Select Class Select the class of mail, for example, Priority Mail. Select Service Select the service you want, for example, E-Del Con. A check mark appears. Press Yes. Enter Destination ZIP Code Type in the 5-digit destination ZIP Code. Press Yes. SERVICES √E-Del Con ◄Insurance ◄Done $3.85 Enter Destination ZIP Code Enter Barcode Use correct label for the service you select.
Digital Mailing Systems 4. Step-By-Step Instructions Using Confirmation Services The instructions below explain how to include confirmation services for your mail piece. 1. Place the piece of mail or package on the scale. 2. Select the class (for example, Priority Mail) using the corresponding selection key on the control panel. 3. At the Services screen, press down arrow key until you see the confirmation service you want (for example, E-Del Con).
Using USPS® Confirmation Services 4. Step-By-Step Instructions Using Confirmation Services (continued) 7. If this is the first time you are entering a confirmation service, the system prompts you to enter the last 12 digits of the barcode number. NOTE: Some models may require you to enter the entire 22-digit barcode when using the service for the first time. Key in the last 12-digits of the barcode number You can peel this portion and apply it to your own records.
Digital Mailing Systems 4. Step-By-Step Instructions Using Confirmation Services (continued) 9. If prompted, apply the barcode label to the piece of mail (see page 26 for information on label placement). NOTE: Make sure to use labels in the order they come off the roll. This ensures that the barcode label matches the barcode in the system. 10. Select Continue. Insert the tape sheet or place the piece of mail on the feeder to print postage. The postage is printed on the mail piece or tape sheet. 11.
Using USPS® Confirmation Services 4. Step-By-Step Instructions Using Confirmation Services (continued) HINT: If possible, leave your mailing system connected to an analog phone line for easy uploads. IMPORTANT NOTE FOR DM100i, DM200L, DM125, DM225, DP100i, and DP200L Users: Your mailing systems DO NOT support the ERR feature or external printers. HINT: Many find it handy to print a receipt to record the recipient with the tracking number.
Digital Mailing Systems 4. Step-By-Step Instructions DM100i, DM125, DM200L, DM225, and DP100i, DP200L Systems Only Managing Confirmation Services Records The instructions below explain how to manage confirmation services records on your system. 1. Press Options. 2. Press Page Down twice and select Advanced Features. 3. Select Manage Conf Records to display the Manage Records screen. Press Page Down for more options.
Using USPS® Confirmation Services 4. Step-By-Step Instructions DM100i, DM125, DM200L, DM225, and DP100i, DP200L Systems Only (contd.) Manage Conf Records Screen Description of Options Option Description Add Record Select to add a new record (for a mail piece that has had postage applied, but you want to add a confirmation service to it). The system prompts you to select a class and fee, and enter the ZIP Code and barcode number.
Digital Mailing Systems 4. Step-By-Step Instructions DM100i, DM125, DM200L, DM225, and DP100i, DP200L Systems Only (contd.) HOW TO FIND OUT YOUR SOFTWARE VERSION NUMBER: Press the Reports button on your keypad, then select Configuration Rpt. on the screen menu, then run an envelope or piece of paper through to print the report. The “UIC” number printed on the report is your software version number.
Using USPS® Confirmation Services 4. Step-By-Step Instructions DM100i, DM125, DM200L, DM225, and DP100i, DP200L Systems Only (contd.) 4. Select Upload Records. The system dials into the Data Center (this may take a few moments). Various screens are displayed, letting you know the status of the process. 5. After uploading the records, you will be prompted to print receipts. Insert envelope(s) or tape sheet(s) to print the receipts. You return to the Home screen when finished.
Digital Mailing Systems 4. Step-By-Step Instructions DM300c, DM400c, DM450c and DP300C, DP400C, DP450C Systems Only Setting Up Confirmation Services 1. Press Menu. 2. Select Setup. 3. If necessary, press the green down arrow key to scroll through the menu screens. 4. Select Confirmation Service. The screen below is displayed. Display Following During Confirmation Records ◄ Apply Labels ◄ Upload Records ◄ Print Receipt : ON : ON : ON Done [Enter] 5. Select an option to toggle between "ON" and "OFF".
Using USPS® Confirmation Services 4. Step-By-Step Instructions DM300c, DM400c, DM450c and DP300C, DP400C, DP450C Systems Only (contd.) Managing Confirmation Records 1. Press Menu. 2. If necessary, press the green down arrow key to scroll through the menu screens. 3. Select Advanced Features. 4. Select Confirmation Records. The Manage Confirmation Records screen is displayed. You have a choice to upload, add, view or edit records.
Digital Mailing Systems 4. Step-By-Step Instructions DM300c, DM400c, DM450c and DP300C, DP400C, DP450C Systems Only (contd.) 20 C. If you want to delete a record, select Delete Record. A list of records by barcode numbers is displayed. • Select the record you want to delete. You are prompted to delete the record. • Select Yes, delete. • If you want to delete additional records, select Yes. If you do not want to delete additional records, select No. D. If you want to add a record, select Add Record.
Using USPS® Confirmation Services 5. About Labels Applying Labels to Your Mail pieces Whenever you apply a label to a package, place it on the address side of the package. Place preprinted barcode labels either above the delivery address and to the right of the return address or to the left of the delivery address. DO NOT cover the label with tape or plastic wrap. Bar-code scanners cannot read plastic wrap labels that are bent or wrapped around the package. See the illustration below.
Digital Mailing Systems 5. About Labels Ordering Additional Preprinted Labels Order your preprinted barcode labels directly from your system supplier.
Using USPS® Confirmation Services 6. Tracking Mail on the Web Using the Internet Use the Internet to make inquiries about individual shipments. You’ll find tracking information at both the Pitney Bowes and USPS web sites as explained below. Information is posted the evening of the date of delivery or attempted delivery. It remains available for thirteen months at the Pitney Bowes web site, 180 days at the USPS site. Use the Pitney Bowes web site to track your packages.
Digital Mailing Systems 6. Tracking Mail on the Web The Pitney Bowes Web Site 1. Go to www.pb.com 2. If you a registered user, enter your user name and password and click “login”. Otherwise, click on “My Account” to become a Pitney Bowes registered user. Create a username and password. 3. After logging on to My Account, click on “Delivery Tracking System”. • If the Delivery Tracking System option is not displayed, click on “My Account”.
Using USPS® Confirmation Services 7. Frequently Asked Questions About Confirmation Services 1. Do USPS confirmation services provide the opportunity for enroute tracking and tracing? No. The Postal Service may perform enroute scans but they are not a part of the Confirmation service. Tracking and tracing, which provide customers with enroute information scanned at multiple points as well as delivery information, is regularly provided only with Express Mail. 2.
Digital Mailing Systems 7. Frequently Asked Questions About Confirmation Services (continued) 4. If I combine confirmation services with another special service, which article number do I use to get information on my mailed item—the insured mail number or the confirmation number? Both numbers are valid for separate purposes. Use the USPS confirmation services number to get delivery status information through the USPS web page or our web page. Use the insurance number for claims. 5.
Using USPS® Confirmation Services 7. Frequently Asked Questions Electronic Filing of Certified Mail 1. What is the benefit of electronically filing Certified Mail? Similar to Delivery and Signature Confirmation, our system transfers tracking information about Certified Mail to the Post Office. This information is matched with actual delivery information, and is sent back for posting on our web site at: www.pb.
Digital Mailing Systems 7. Frequently Asked Questions Electronic Filing of Certified Mail (continued) 5. Why would I use Return Receipt After Mailing? After mailing, if you decide that you want a document for proof of mailing, you can get a Return Receipt. The cost for a Return Receipt after mailing is higher than one obtained at the time of mailing. 6. Can I use the Certified Mail feature of the mailing system if I need “Proof of Mailing”? No.
Using USPS® Confirmation Services 7. Frequently Asked Questions Using the Web for Tracking 1. What if there is no delivery information available when I visit the web site? If there are no delivery or event scans in the system (attempted, forwarded, etc.), you will be told that there is no record of that mail item. If you mailed the item recently, it may not yet have a delivery scan. Try your inquiry again later.
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