Pitney Bowes Microscope Magnifier DM100i User Manual

Using USPS® Conrmation Services  
with Digital Mailing Systems  
DM100i, DM125, DM225, DM200L, DM300c, DM400c, DM450c,  
DM475, DP100i, DP200L, DP300C, DP400C, DP450C, DP475  
Reference Manual  
 
®
USING USPS  
CONFIRMATION  
SERVICES  
1. INTRODUCTION.................................................. 2  
2. ABOUT USPS CONFIRMATION SERVICES .............. 3  
3. USING CONFIRMATION SERVICESAN OVERVIEW... 8  
4. STEP-BY-STEP INSTRUCTIONS .......................... 11  
5. ABOUT LABELS ............................................... 22  
6. TRACKING MAIL ON THE INTERNET ..................... 24  
7. FREQUENTLY ASKED QUESTIONS ....................... 26  
 
Digital Mailing Systems  
1. Introduction  
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.  
About this Book  
This book provides instructions for using confirmation ser-  
vices with these mailing systems:  
Equipment  
Covered  
DM100i, DM125, DM200L, DM225, DM300c, DM400c,  
DM450c, and DM475.  
DP100i, DP200L, DP300C, DP400C, DP450C, DP475.  
You should be thoroughly familiar with the operation of your  
mailing system. Please refer to the operating guides fur-  
nished with your equipment for complete instructions. You  
should also be familiar with the special services offered  
by the United States Postal Service® (USPS). This book  
provides general information about available confirmation  
services. For the most current information, visit the Postal  
Service’s web site at: www.usps.com  
What You Should  
Know  
Please take a few minutes to read through this manual and  
familiarize yourself with the benefits of using your mailing  
system as a gateway to the special electronic services of-  
fered by the United States Postal Service.  
How to Use this  
Book  
Section 2 describes these services in detail;  
Section 3 provides quick instructions for using confir-  
mation services;  
Section 4 has step-by-step instructions for all mailing  
systems;  
Section 5 explains how to apply and order labels;  
Section 6 tells you how to track your mail using the In-  
ternet; and  
Section 7 has helpful answers to a number of frequent-  
ly asked questions.  
The USPS offers several services to confirm delivery of  
your mail piece. Among these are Delivery Confirmation ,  
Signature Confirmation , and Certified Mail .  
2
SV61156 Rev. F  
 
®
Using USPS Confirmation Services  
2. About USPS Confirmation Services  
Delivery Confirmation allows you to verify the date and time  
of delivery of your mail pieces or, if the delivery was unsuc-  
cessful, the date and time of the delivery attempt.  
Delivery  
Confirmation—  
Green Label  
The service is currently available for First Class Mail par-  
cels, Priority Mail parcels, Standard Mail parcels and Pack-  
age Services parcels, which include Parcel Post, Library  
Mail, Media Mail, and Bound Printed Matter.  
You may combine Delivery Confirmation with other services  
such as COD, insured mail, Registered Mail,Return Re-  
ceipt for Merchandise, or special handling. Delivery Confir-  
mation may be combined with restricted delivery or return  
receipt, if purchased with either insurance for more than  
$200, COD, or Registered Mail service.  
There is no charge for Delivery Confirmation when you ship  
by Priority Mail and provide an electronic file to the Postal  
Service.  
The USPS also offers a signature proof of delivery ser-  
vice—Signature Confirmation. This provides mailers with  
the first initial and last name of the recipient, along with the  
date, time and delivery ZIP Code.  
Signature  
Confirmation—  
Pink Label  
This service is currently available for First Class Mail par-  
cels, Priority Mail, and Package Services parcels which  
include Parcel Post, Library Mail, Media Mail, and Bound  
Printed Matter.  
For security purposes, digital signatures are not publicly  
displayed on the web site. You can get actual signatures  
from the USPS by fax, mail, or email.  
This service meets the needs of mailers who require a  
signature for high-value shipments or who are specifically  
concerned with avoiding fraud.  
SV61156 Rev. F  
3
 
Digital Mailing Systems  
2. About USPS Confirmation Services  
You may combine Signature Confirmation with COD In-  
sured 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 Confirma-  
tion service.  
Signature  
Confirmation—  
Pink Label (cont.)  
As an add-on service to Delivery Confirmation, there is an  
additional cost. When you upload (send) the transaction  
using your mailing system, the additional cost is slightly  
lower than if your local Post Office handles the transaction.  
Certified Mail is a service offered by the USPS for a fee in  
addition to postage, and may be combined with restricted  
delivery and return receipt. This service is available for  
Priority Mail and First Class Mail. Certified Mail provides a  
delivery record that the Postal Service keeps for two years.  
You can view the Certified Mail delivery record on the Track  
and Confirm website at usps.com (see Section 6).  
Certified Mail—  
Dark Hunter  
Green Label  
If you want hardcopy receipts or wish to specify restricted  
delivery of your Certified Mail, there are options available  
at your local Post Office (all at extra cost, payable to the  
USPS). These are described below.  
Return Receipts  
Return receipt postcards are available from your local Post  
Office.  
When you buy the return receipt postcard, sending a mail  
piece by Certified Mail assures that you have legal proof of  
receipt of the communication. The Postal Service sends the  
green return receipt postcard back to you, the sender. This  
is a very useful tool for collecting funds, recovering checks  
and making legal notifications. A return receipt for Certified  
Mail serves as a legal document proving the date and time  
when the recipient took possession of the mail piece.  
4
SV61156 Rev. F  
 
®
Using USPS Confirmation Services  
2. About USPS Confirmation Services  
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.  
Certified Mail—  
Dark Hunter  
Green Label  
(cont.)  
Restricted Delivery  
You also have the option of requesting Restricted Delivery  
of your Certified Mail piece. This assures that only the spe-  
cific person you sent the mail piece to can receive and sign  
for it.  
Certified Mail and Options  
The Postal Service charges additional fees for the follow-  
ing:  
Certified Mail  
Return Receipt Requested at Time of Mailing  
Shows to whom the piece was delivered, the original  
signature, date of delivery, and recipient's address, if  
different.  
HINT: Contact your  
local Post Office or  
conditions and fees  
associated with Certi-  
fied Mail options.  
Restricted Delivery  
Only allows a specific person to receive and sign for  
the mail piece.  
Return Receipt Requested after Mailing  
Shows to whom the piece was delivered, scanned  
signature, date of delivery, and delivery address.  
For current fees, go to www.usps.com/prices or ask your  
postal representative.  
SV61156 Rev. F  
5
 
Digital Mailing Systems  
2. About USPS Confirmation Services  
Obtaining a Mailer ID (MID) from USPS for  
Electronic Return Receipt (ERR)  
USPS Forms  
Meters that use an ERR (Electronic Return Receipt) fea-  
ture must be programed with a MID number in order for the  
mailer to receive e-receipt files from the USPS.  
Before October 2010, the MID was requested from the  
USPS via the 5053/5051 postal forms that were filled out  
and faxed to the USPS. Now, an MID must be obtained  
from the USPS via an online tool before the 5053/5051  
forms are filled out and faxed to the USPS. The online tool  
provides a new MID immediately, avoiding the up-to-72-  
hours processing time it took previously.  
Once this process is completed, the mailer can obtain ERR  
signature files on My Account at www.pb.com.  
To obtain a mailer ID (MID) from the USPS:  
1. Go to www.usps.com  
2. Select the Business Customer Gateway located on  
the bottom right hand corner of the web page.  
3. If you haven’t already, register as a new user to gain  
access to the Business Customer Gateway.  
4. Select the "Mailer ID" link to obtain a MID.  
5. Enter the Mailer ID (MID) on USPS Form 5053 and/or  
5051 (see next page) and fax to the USPS for recording.  
6. Provide the Mailer ID (MID) to the Pitney Bowes Cus-  
tomer Service Representative upon system installation.  
Form 5052, Printer Certification Submission  
Customers who wish to complete print their own Delivery or  
Signature Confirmation labels must complete this form.  
6
SV61156 Rev. F  
 
®
Using USPS Confirmation Services  
2. About USPS Confirmation Services  
PS Form 5051, Confirmation Services — Electronic  
Option Application  
USPS Forms  
This is an administrative application used to establish mail-  
ers in the confirmation services database. This form is  
required of any customer who wishes to use Delivery Con-  
firmation, Signature Confirmation or Certified Mail. Mailers  
applying to use these services complete the application  
and fax it to the number provided on the form or mail the  
form to the address listed. A key element of the application  
is the Mailer ID (MID) number for the company applying.  
Form 5053, Bulk Proof of Delivery Application  
Customers use this form to register for the Certified Elec-  
tronic Return Receipt (ERR) service. Customers must  
enter their 9-digit Mailer ID (MID) provided to them from  
the USPS online tool (see previous page). This same MID  
must also be entered into their postage meter to complete  
the process.  
Form 1357-S, Request for Computer Access  
This is required only for those customers who wish to re-  
ceive daily detail extract files from the USPS 16 times a  
day. Such customers can update their own systems with  
this tracking data.  
IMPORTANT! The application process cannot be completed  
without Forms 5053 and 1357.  
PS Form 109, Application to Print Special Services  
Barcoded Forms/Labels  
This form allows the USPS to verify your Mailer ID (MID)  
number and check that your barcode printing software is  
certified. This is for customers who want to print their own  
certified labels. This form is required in addition to PS Form  
5051.  
SV61156 Rev. F  
7
 
Digital Mailing Systems  
3. Using Confirmation Services—an Overview  
The diagrams on the next two pages show the confirmation  
services process.  
How USPS  
Confirmation  
Services Work  
You begin by applying a preprinted barcode label unique to  
the specific service you desire. The barcode in each label  
includes a unique Package Identification Code (PIC).  
HINT: When you use  
Delivery or Signature  
conrmation services  
with your mailing sys-  
tem and send barcodes  
electronically, you get a  
discount on the cost of  
the service.  
To process a mail piece, select the service and class of  
mail you want, then enter the destination ZIP Code and  
barcode number using your control panel’s numeric key-  
pad. Your mailing system stores a confirmation data record  
for each piece of mail you process. It also prints the correct  
postage on a tape strip or directly on your envelope, then  
prompts you for the next barcode.  
Remember: The dis-  
count applies only if  
you use the barcode la-  
bels provided by Pitney  
Bowes and send the  
records electronically.  
Your mailing system sends confirmation records to the  
Data Center when you’ve finished processing, or when  
you've processed the maximum number of pieces it can  
store. Your mailing system also prints a receipt for each  
transaction.  
You can drop the mail off anywhere mail is accepted.  
Using the Delivery Tracking System on our web site, you  
can verify delivery of individual items at:  
See section 7. Tracking Mail on the Internet for more infor-  
mation.  
For complete description of confirmation services, see  
USPS publication 91 available at:  
8
SV61156 Rev. F  
 
®
Using USPS Confirmation Services  
3. Using Confirmation Services—an Overview  
Before You Start  
Make sure you have an adequate supply of pre-printed labels provided by your Pit-  
ney Bowes or SECAP dealer (see Section 5 for ordering instructions). Please do not  
use retail labels supplied by your Post Ofce – they won’t work with your system.  
Retail Label from Post Office  
(Do NOT use)  
Pre-Printed Label  
(Correct)  
X
• no “e” in upper left corner  
• 20 digits for barcode  
• has “e” in upper left corner  
• 22 digits for barcode  
Be sure to select the green label for Delivery Conrmation, the pink label for  
Signature Conrmation, or the dark hunter green label for Certied Mail.  
Make sure your mailing system is set up to connect to the Data Center, the  
way you are normally connected when adding postage.  
Note that conrmation services are not available for International Mail, APO  
or FPO mail, or for items addressed to U.S. territories, possessions, or freely  
associated states (with the exception of Puerto Rico and the U.S. Virgin Is-  
lands).  
You should be thoroughly familiar with the operation of your mailing system  
and electronic scale (if you’re using one). Please see the operating guides  
furnished with your equipment for complete instructions.  
SV61156 Rev. F  
9
 
Weigh the Envelope or Package  
Weigh the mail piece on the scale.  
1
2
3
Select Class  
Select the class of mail, for example, Priority Mail.  
Select Service  
SERVICES  
E-Del Con  
Insurance  
Done  
$3.85  
Select the service you want, for example, E-Del Con.  
A check mark appears. Press Yes.  
Enter Destination ZIP Code  
Enter Destination ZIP  
Code  
4
5
Type in the 5-digit destination ZIP Code. Press Yes.  
Enter Barcode  
Enter the 22-digit barcode number from the Confirma-  
tions Services label; then press Yes or select Continue.  
If you have the optional hand-held scanner connect-  
ed to your mailing machine, you can use it to scan  
the barcode pattern instead of manually entering  
the barcode numbers.  
Enter Barcode Number  
from Label  
Apply Barcode Label  
Apply the barcode label to your mail piece. If prompt-  
ed, press Yes or select Continue.  
6
7
Print Postage  
Print postage on an envelope or tape.  
More to Process?  
Follow the prompts on your display to process more  
Confirmation mail pieces.  
8
9
Transfer Files  
Follow prompts to upload records or wait to send  
them when memory is full. If accounting is enabled,  
system will prompt for account.  
 
®
Using USPS Confirmation Services  
4. Step-By-Step Instructions  
The instructions below explain how to include confirmation  
services for your mail piece.  
Using  
Confirmation  
Services –  
All Models  
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). Select the service using the corresponding  
selection key on the control panel.  
NOTES:  
As soon as you select the service, a check mark ap-  
pears in front of it. Other service options may no longer  
appear.  
When using conrmation services, you cannot type  
in the postage amount manually. Your mailing system  
automatically calculates the correct postage.  
4. Select Done or press Enter.  
5. If a destination ZIP Code has not yet been entered for  
this transaction, the machine prompts you to enter it.  
Use the numeric keyboard to enter the 5-digit destina-  
tion ZIP Code.  
6. Select Continue or Accept.  
SV61156 Rev. F  
11  
 
Digital Mailing Systems  
4. Step-By-Step Instructions  
Using  
Confirmation  
Services –  
7. If this is the first time you are entering a confirmation  
service or you have just started a new package of la-  
bels, enter the 22-digit barcode number.  
NOTE: If you have the optional hand-held scanner  
connected to your mailing machine, you can use it to  
scan the barcode pattern instead of manually entering  
the barcode numbers.  
All Models (cont.)  
Key in the  
22-digits of  
the barcode  
number  
You can peel  
this portion and  
apply it to your  
own records.  
If you’ve used the confirmation service before, the next  
barcode value in the label series appears. At this point,  
you can complete the barcode value by just entering  
the last digit.  
Key in the  
last digit of  
the barcode  
number  
8. When finished keying in the number, select Continue  
or Accept.  
12  
SV61156 Rev. F  
 
®
Using USPS Confirmation Services  
4. Step-By-Step Instructions  
9. If prompted, apply the barcode label to the piece of mail  
(see page 22 for information on label placement).  
Using  
Confirmation  
Services –  
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.  
All Models (cont.)  
10. Select Continue. Insert the tape sheet or place the  
piece of mail on the feeder to print postage. The post-  
age is printed on the mail piece or tape sheet.  
11. The display asks if you want to process another con-  
firmation services item. Follow the prompts to proceed  
with more confirmation services items. If you’re done,  
select No.  
SV61156 Rev. F  
13  
 
Digital Mailing Systems  
4. Step-By-Step Instructions  
12. The system prompts you to upload the records. Select  
Yes to upload. Make sure your mailing system is set  
up to connect to the PB Data Center (the way you are  
normally connected when adding postage). A “Sending  
confirmation record. Please wait.” message (or  
Using  
Confirmation  
Services –  
All Models (cont.)  
something) similar displays during the upload process.  
13. If You Don’t Have the ERR Feature:  
After uploading the records, the system prompts you  
to print receipts. Insert envelope(s) or tape sheet(s)  
to print the receipts. The system returns to the Home  
screen when finished.  
HINT: If possible,  
leave your mailing  
system in a “ready to  
connect” state for easy  
uploads to the Data  
Center.  
IMPORTANT NOTE  
FOR DM100i, DM200L,  
DM125, DM225,  
If You Do Have the ERR Feature:  
DP100i, and DP200L  
Users: Your mailing  
systems DO NOT sup-  
port the ERR feature or  
external printers.  
The system asks if you want to print a postal manifest.  
If you have a printer, select Yes to print the mani-  
fest; select No if you don’t want a manifest.  
If you don’t have a printer, select No. You can print  
receipts from the Reports menu. Select Confirma-  
tion Records, Last Set Receipts.  
HINT: Many nd it  
handy to print a receipt  
to record the recipient  
with the tracking num-  
ber. There are spaces  
at the end of this guide  
for you to paste the  
USPS receipt for future  
reference.  
14  
SV61156 Rev. F  
 
®
Using USPS Confirmation Services  
4. Step-By-Step Instructions  
Managing Confirmation Services Records  
DM100i, DM125,  
DM200L, DM225,  
and DP100i,  
The instructions below explain how to manage confirmation  
services records on your system.  
1. Press Options.  
DP200L Systems  
Only  
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.  
NOTE: If this is the rst time you’re adding records on the  
system, only the Add Record option will appear. The Delete  
Record option will not appear until you have uploaded  
records.  
MANAGE RECORDS  
View Record  
Add Record  
MANAGE RECORDS  
Upload Records  
Print Report  
MANAGE RECORDS  
Edit Record  
Delete Manifest  
Print Receipt  
4. Select the desired option. (See table below for a de-  
scription of options.)  
5. Press Home to return to the Home screen.  
Manage Conf Records Screen  
Description of Options  
Option  
Description  
* Option is displayed only if  
there are records waiting to  
be uploaded.  
View Record *  
Select to display a list of records by bar-  
code numbers, then select the one you  
want to view. The type of service (DEL-  
CON, for example) and the ZIP Code  
are displayed when a record is selected.  
Select Continue to return to the list of  
records. Press Clear twice to return to the  
Manage Conf Records menu.  
SV61156 Rev. F  
15  
 
Digital Mailing Systems  
4. Step-By-Step Instructions  
DM100i, DM125,  
DM200L, DM225,  
and DP100i,  
Manage Conf Records Screen  
Description of Options  
Description  
Option  
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. It will then print postage  
equal to the base class plus the confirma-  
tion service fee.  
DP200L Systems  
Only (cont.)  
Delete Manifest  
Select to delete a group of uploaded re-  
cords by date. A list of records by barcode  
numbers display. Select the one you want  
to delete. The details of the record are dis-  
played and you are prompted to delete the  
record. Press Yes to delete. Press Clear  
twice to return to the Confirmation Records  
menu.  
Upload Records * Select to upload any pending records.  
Print Report  
• Not manifested (records not uploaded)  
• Manifested (records uploaded by date)  
Print Receipt  
Edit Record *  
Select to print the last set of records that  
were uploaded.  
Select to edit the barcode or ZIP Code of a  
records that has not been uploaded.  
* Option is displayed only if there are records waiting to be uploaded.  
16  
SV61156 Rev. F  
 
®
Using USPS Confirmation Services  
4. Step-By-Step Instructions  
Sending Confirmation Services Records at a Later  
Time  
DM100i, DM125,  
DM200L, DM225,  
and DP100i,  
DP200L Systems  
Only (cont.)  
Your system stores barcode records in memory. If your  
mailing system’s connection to the PB Data Center was  
not available when you created your confirmation records,  
you can upload (send) them at a later time. Your system  
will also prompt you when you’ve processed the maximum  
number of pieces the memory can store—200.  
NOTES:  
We recommend that you set up your mailing system to  
connect to the PB Data Center (the way you are normally  
connected when adding postage) and send (upload) your  
conrmation services records no later than the end of busi-  
ness on the same day they were entered to meet USPS  
requirements. Otherwise, you will not be able to view the  
records on the USPS or delivery tracking system web sites  
and it may cause delays in processing your mail.  
HINT: Make sure your  
mailing system is set  
up to connect to the PB  
Data Center, the way  
you are normally con-  
nected when adding  
postage.  
When the maximum number of records are reached (200),  
the system prompts you to upload records. If you choose  
not to, you can continue to run mail, but you cannot use  
conrmation services. When the system wakes up, it will  
remind you to upload records.  
To send your records at a later time:  
1. Press Options.  
2. Press Page Down twice and select Advanced Fea-  
tures.  
3. Select Manage Conf Records. The Manage Records  
screen is displayed.  
MANAGE RECORDS  
View Record  
Add Record  
MANAGE RECORDS  
Upload Records  
Print Report  
MANAGE RECORDS  
Edit Record  
Delete Manifest  
Print Receipt  
SV61156 Rev. F  
17  
 
Digital Mailing Systems  
4. Step-By-Step Instructions  
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.  
DM100i, DM125,  
DM200L, DM225,  
and DP100i,  
DP200L Systems  
Only (cont.)  
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.  
Special Services Report  
This report provides a list of the last 200 mail pieces by  
barcode number that had one of the USPS confirmation  
services applied. Records that have not been uploaded  
are one the Not Manifested report. Records that have been  
uploaded are listed by date.  
1. Press Reports.  
2. Select Special Services.  
3. When prompted, insert tape sheet or envelope into ma-  
chine. The report is printed and you return back to the  
Printable reports menu. If it is a multi-page report, you  
will be prompted to insert another envelope/tape sheet.  
4. Press Clear (back arrow key) to return to Report type  
menu or press Home to return to the Home screen.  
Barcode  
Postage  
ZIP  
Uploaded  
JAN 12 04  
JAN 09 04  
1234567890  
2345678901  
001 . 480  
001 . 480  
06484  
06902  
page 1 of  
1
Printed: JAN 12 04 12 : 17P  
NOTE: The system holds in memory the last 200 records  
processed with conrmation services. As a result, the older re-  
cords will “drop off” any list or report and be replaced by newer  
records once 200 records have been reached.  
18  
SV61156 Rev. F  
 
®
Using USPS Confirmation Services  
4. Step-By-Step Instructions  
Setting Up Confirmation Services  
1. Press Menu.  
DM300c, DM400c,  
DM450c, DM475  
and DP300C,  
DP400C, DP450C,  
DP475 Systems  
Only  
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 dis-  
played.  
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".  
Apply Labels — This option provides you with a  
reminder to apply the confirmation service Label to  
your package.  
Upload Records — This option prompts you to up-  
load any records processed but not yet uploaded.  
Prompts occur when completing a batch of con-  
firmation service transactions, when waking from  
sleep and at power up.  
Print Receipt — This option allows you to print re-  
ceipts after uploading confirmation service records.  
6. Press Enter when done.  
SV61156 Rev. F  
19  
 
Digital Mailing Systems  
4. Step-By-Step Instructions  
Managing Confirmation Records  
DM300c, DM400c,  
DM450c, DM475  
and DP300C,  
DP400C, DP450C,  
DP475 Systems  
Only (cont.)  
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 Confirma-  
tion Records screen is displayed. You have a choice to  
upload, add, view or edit records.  
NOTE: If this is the rst time you’re adding records on the  
system, only the Add Record option will appear. The Delete  
Record option will not appear until you have uploaded  
records.  
Manage  
Confirmation Records  
Upload Record  
View Record  
Delete Record  
Add Record  
Manage  
Confirmation Records  
Edit Record  
A. If you want to upload a record, select Upload Re-  
cord. Any available USPS records will be uploaded.  
B. If you want to view a record that have not yet been  
sent to the USPS, select View Record.  
Select the record from the list provided. The  
View Details for Records screen is displayed.  
Select OK when done viewing the details.  
20  
SV61156 Rev. F  
 
®
Using USPS Confirmation Services  
4. Step-By-Step Instructions  
C. If you want to delete a record, select Delete Re-  
cord. A list of records by barcode numbers is dis-  
played.  
DM300c, DM400c,  
DM450c, DM475  
and DP300C,  
DP400C, DP450C,  
DP475 Systems  
Only (cont.)  
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 re-  
cords, select No.  
D. If you want to add a record, select Add Record.  
Follow the prompts to rate the mail again, i.e., se-  
lect the class and fee and enter the ZIP Code and  
barcode number. There is no option to print the add-  
ed fee. The added record includes the base class  
plus the confirmation services fee.  
E. If you want to edit a record, press the green down  
arrow key and select Edit Record. You can edit the  
last eight digits of the barcode number and the last  
two digits of the ZIP Code.  
Select the record you want to edit.  
To edit the barcode, select Barcode. Make the  
necessary edits, and then select Accept.  
To edit the ZIP Code, select ZIP. Make the nec-  
essary edits, and then select Accept.  
Press Enter when done editing the record.  
5. Press the Home key to return to the Home screen.  
SV61156 Rev. F  
21  
 
Digital Mailing Systems  
5. About Labels  
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.  
Applying Labels  
to Your Mail  
Pieces  
DO NOT cover the label with tape or plastic wrap. Barcode  
scanners cannot read plastic wrap labels that are bent or  
wrapped around the package. See the illustration below.  
RIGHT  
WRONG  
Front  
On Priority Mail  
Front (No)  
Back (Yes)  
On Packages  
Certified Labels  
22  
SV61156 Rev. F  
 
®
Using USPS Confirmation Services  
5. About Labels  
Order your preprinted barcode labels directly from your  
system supplier.  
Ordering  
Additional  
Preprinted Labels  
What to Order  
Description  
Item Number  
Delivery Confirmation Barcode  
Labels—50 Pack  
639-6 (No Charge)  
Signature Confirmation Barcode  
Labels—50 Pack  
639-9 (No Charge)  
639-5 (No Charge)  
E-Certified Barcode Labels—50  
Pack  
DM100i, DM125, DM225, DM200L, DM300c,  
DM400c, DM450c, DM475 Mailing Systems  
There are several ways you can order labels for your  
DM100i, DM200L, DM300c, DM400c, DM450c or DM475  
mailing system.  
To order labels online. Just point your browser to:  
www.pb.com and click the Online Store tab.  
You can also call the Pitney Bowes Supply Line at:  
1.800.243.7824  
Or send a fax to:  
1.800.882.2499  
Or an e-mail to:  
DP100i, DP200L, DP300C, DP400C, DP450C,  
DP475 Mailing Systems  
To order labels for your DP100i, DP200L, DP300C, DP400C,  
DP450C, or DP475 mailing system, contact SECAP at:  
1.888.507.3569  
SV61156 Rev. F  
23  
 
Digital Mailing Systems  
6. Tracking Mail on the Internet  
Use the Internet to make inquiries about individual ship-  
ments. You’ll find tracking information at both the Pitney  
Bowes and USPS web sites as explained below. Infor-  
mation is posted the evening of the date of delivery or at-  
tempted delivery. It remains available for thirteen months at  
the Pitney Bowes web site, 180 days at the USPS site.  
Using the Internet  
Use the Pitney Bowes web site to track your packages. You  
will use your Postage by Phone® account number to dis-  
play information about all the packages you send.  
You may wish to provide one of your customers a tracking  
number for a mail piece sent using a confirmation service.  
This is an excellent service you can provide your cus-  
tomers to assure that an important package is received.  
To let a customer check the status of a package, give  
them the tracking number and ask them to use the USPS  
you should never give out your Postage by Phone account  
number (as would be required to track a package on our  
web site).  
24  
SV61156 Rev. F  
 
®
Using USPS Confirmation Services  
6. Tracking Mail on the Internet  
1. Go to www.pb.com  
The Pitney Bowes  
Web Site  
2. If you a registered user, enter your user name and  
password and click “login”. Otherwise, click on “My Ac-  
count” to become a Pitney Bowes registered user. Cre-  
ate a username and password.  
3. After logging on to My Account, click on “Delivery  
Tracking System”.  
If the Delivery Tracking System option is not dis-  
played, click on “My Account”.  
If this is the first time you accessing this feature,  
you will be prompted to enter your Postage by  
Phone® account number. Enter your number and  
press Enter.  
All recent transactions electronically uploaded by your mail-  
ing system are displayed without having to enter individual  
tracking numbers. You can also configure reports by specify-  
ing a range of dates; or by clicking on a column heading to  
sort by type of service, ship date, or delivery status.  
If you need more information about a particular mail piece, or  
to obtain a fax of a signature, click on the 22-digit barcode.  
You’ll be linked directly to the USPS tracking site.  
SV61156 Rev. F  
25  
 
Digital Mailing Systems  
7. Frequently Asked Questions  
1. Do USPS confirmation services provide the oppor-  
tunity for enroute tracking and tracing?  
About  
Confirmation  
Services  
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. Do First-Class Mail or Priority Mail guarantee deliv-  
ery by a certain date?  
No. You can use the USPS confirmation service to  
confirm delivery date and time; but it doesn’t guaran-  
tee delivery by a certain date and time. Express Mail  
provides guaranteed delivery.  
3. Can I combine confirmation services with other  
special services?  
Yes, you can combine them with the following other  
special services: Insured Mail, COD, Registered Mail,  
Return Receipt for Merchandise, Merchandise Return,  
and Special Handling. Return Receipt and Restricted  
Delivery Services are available when purchased in  
connection with Insured Mail, COD (over $200), and  
Registered Mail.  
You can now combine confirmation services with Certi-  
fied Mail by using the Certified Service.  
26  
SV61156 Rev. F  
 
®
Using USPS Confirmation Services  
7. Frequently Asked Questions  
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?  
About  
Confirmation  
Services (cont.)  
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. Can letter carriers accept confirmation services  
pieces from customers if the label is affixed?  
Yes, as long as the correct postage has been applied,  
the confirmation services label is affixed to the mail  
piece, and a return address is included on the mailing.  
6. How do I waive a signature on Signature Confir-  
mation?  
Use Delivery Confirmation instead.  
SV61156 Rev. F  
27  
 
Digital Mailing Systems  
7. Frequently Asked Questions  
1. What is the benefit of electronically filing Certified  
Mail?  
Electronic Filing  
of 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:  
Using the Delivery Tracking System on our web site,  
you have complete access to delivery information.  
2. Can I use the information on the web site in court  
as proof of mailing or delivery of a mail piece us-  
ing Certified Mail, Delivery Confirmation or Sig-  
nature Confirmation?  
Our mailing systems provide quick and convenient  
access to delivery information. We make no claims  
regarding “legal proof” when you use our mailing prod-  
ucts to process USPS Special Services.  
3. Do I get a discount for electronically filing Certified  
Mail using my mailing system?  
No. A major benefit of using the mailing system is web  
tracking of First-Class Mail. Prices for Certified Mail  
are not discounted with electronic filing (as is the case  
with Delivery Confirmation and Signature Confirma-  
tion).  
4. How much does a Return Receipt cost in addition  
to First Class Mail and Certified Mail?  
For the current prices, go to usps.com/prices/ .  
28  
SV61156 Rev. F  
 
®
Using USPS Confirmation Services  
7. Frequently Asked Questions  
5. Why would I use Return Receipt After Mailing?  
Electronic Filing  
of Certified Mail  
(cont.)  
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. To gain “proof of mailing”, you must present Cer-  
tified Mail at the Post Office. A Postal Service repre-  
sentative will use a date stamp to certify that the mail  
was accepted for delivery by the Postal Service. This  
can be important to mailers who require legal proof of  
mailing.  
7. What classes of mail can I use Certified Mail with?  
First-Class Mail and Priority Mail only.  
8. Do I have to fill out any forms when using the elec-  
tronic filing feature of the mailing system?  
No. However, you should maintain adequate informa-  
tion about the mail piece for future reference.  
SV61156 Rev. F  
29  
 
Digital Mailing Systems  
7. Frequently Asked Questions  
1. What if there is no delivery information available  
when I visit the web site?  
Using the Internet  
for Tracking  
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.  
The absence of a delivery scan for a mail piece does  
not necessarily mean the item wasn’t delivered. It's  
possible the piece was delivered but the scan wasn't  
captured.  
The Postal Service reports that its current scan rate  
is approximately 95% nationally, and continues to im-  
prove.  
2. What does it mean when the Internet response is:  
“The system is unable to respond to that query.  
Please try again later?”  
The system is busy. As with any Internet system, per-  
formance can be affected by many outside influences.  
If you receive a similar message, try again at a later  
time.  
3. Can I save the information to my hard drive?  
Yes, you can save the Web page.  
30  
SV61156 Rev. F  
 
1 Elmcroft Road  
Stamford, Connecticut 06926-0700  
For Service or Supplies  
SV61156 Rev. F 6/2011  
*sv61156revF*  
 

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