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Pitney Bowes Limited,
Building 5, 
Trident Place, 
Mosquito Way, 
Hatfield AL10 9UJ
T:  08444 992 992   F:  08702 415 249

Franking machine 

installation guide - 

DM300c/DM400c

Read now BEFORE you unpack your equipment

Right, let’s get your franking 

machine up and running quickly…

Let’s first get together the things you will need:
• The box containing your new franking machine.
• A letter from Royal Mail or An Post titled ‘Your Licence’.

If you have not received the letter from your postal authority, do not 
go any further with this installation. Please contact Royal Mail or An 
Post customer services.  If they ask you for the franking machine 
serial number, it can be found on a label on the outside of the box.

If you have everything you need, check that the serial numbers on 
your box and the letter are identical. If they are, continue to work 
through this set-up. If not, call Pitney Bowes on 08444 992992 (UK) 
or 01 4608744 (ROI).

Installation requires contact with our Data Centre. Please only 
attempt installation during the opening hours of 8am to 8pm 
weekdays or 8am to 5pm weekends and public holidays.

If you have these items lets get your system up and running. Open 
this guide fully and follow steps 1 - 10.

Sometimes you might need a little help with the installation of your franking 

machine, here’s a few of the more common problems and resolutions for them.

Problems connecting when using a LAN (network) connection

 

•     Check that PC’s on your network can access the internet. 

•     Check you have either the 10 or 100 indicator on the network adapter lit and 

the ACT indicator may flash. If no indicators are lit, check the network cable 

and network connection socket or router.

Problems connecting when using PC Meter Connect™

 

•     Make sure the USB cable is connected between the franking machine and the 

PC. 

•     Check that your PC is running and has an internet connection.

You cannot meet the requirements of LAN or PC Meter Connect™ connection

If you do not have a LAN connection or an internet enabled PC available to allow 

your franking machine to connect to the Pitney Bowes Data Centre, please give us 

a call on 08444 992992 (UK) or 01 4608744 (ROI) to discuss other possible options. 

Balance too low

 

You have tried to add more postage than you have available in your Postage by 

Phone account. Try again with a lower refill amount that is a multiple of £50/€50 

(£50/€50, £100/€100, £150/€150, etc.).

Envelope messaging not available

 

See the Envelope Messaging section on the left.

Error 11

 

You have tried to install your franking machine before Royal Mail/An Post have 

fully approved your licence. Please wait 24 hours and try the installation again.

Error 104

 

You have tried to refill with an amount that is not a multiple of £50/€50. Please try 

again with an amount that is a multiple (£50/€50, £100/€100, £150/€150, etc.).

Troubleshooting

Your DM300c/400c is a postal authority compliant system. At regular interval, it 

has to connect to the Pitney Bowes Data Centre to provide usage data to Royal 

Mail. The connection will normally happen in the background without you needing 

to do anything. 

If the connection was not made due to your franking machine being turned off, or 

some other connection problem, the display says ‘Data Upload Due’. To connect, 

select Connect Now

If, for any reason, a connection has not been made within the ‘grace’ period 

allowed by Royal Mail or An Post, the display says ‘Data Upload Required’. In this 

case, you MUST make a connection before your franking machine will allow you to 

continue processing mail.

Data Capture

About Pitney Bowes products and services

Ordering consumable supplies

Whether it’s ink or envelopes for your franking machine, or the more day-to-day 

routine items like pens and pads to help you manage your office we’re here to 

help. Thousands of our customers have found that we can provide excellent quality 

goods at very affordable prices, and backed by our fantastic quality guarantee you 

can’t go far wrong.

To find out more about what we can offer just visit our online shop at  

 

www.pitneybowes.com. However, if you would like to speak to someone or have 

any queries about your consumable supplies, just give us a call on 08444 992992 

(UK) or 01 4608744 (ROI).

My Account

An online site where you can access most of the information to manage your 

business with Pitney Bowes:

•   Display account information and invoices.

•   Review the status of your orders and track their progress.

•   Manage your contact and account information.

•   Access technical support.

To access My Account, go to www.pbmyaccount.co.uk and for your first visit only, 

register. To register, you will need your Account Number which can be found on a 

recent invoice or statement (not PurchasePower).

Pre-setting options

It’s advisable to pre-set some options on your franking machine, as this could 

save time and possibly prevent errors later. Your franking machine has a ‘Normal 

Preset’ for your most used settings which will be set automatically every time the 

franking machine is turned on or woken from its ‘sleep’ mode. There are also 10 

other ‘Custom Presets’ that can be recalled with a few button presses. We suggest 

that you pre-set options for Envelope Messaging and Carrier/Postal Class, but this 

is entirely up to you. 

Creating a preset

You don’t have to program the values into the preset memory. Instead, the 

franking machine memory takes a “snapshot” of the current values on your 

franking machine. For example, if the machine is set up to print a certain Envelope 

Message and Second Class is selected, these will be used to define the preset.

If you require more information about presets, please refer to the Operating Guide 

supplied with your franking machine.

To store your ‘Normal Preset’...

To create the ‘Normal Preset’, ensure that the display shows the values that you 

would like to save, then follow the instructions below.

•   Press Options.

•   Press Page Down and select Preset Options.

•   Select Set Normal Preset.

•   Select OK to store the preset.

•     Press  Home to return to the Home Screen ready for franking.

Your new ‘Normal Preset’ is now stored.

To recall your ‘Normal Preset’ at any time...

Simply press the Normal Preset button.

If you’re still having trouble, then visit 

http://www.pitneybowes.com and select your country.

Products > Meter/Mailing Systems > DM300c, DM400c and DM475

or give us a call on 08444 992992 (UK) 

or 01 4608744 (ROI).

Form no: SDC756B (9-17)

*SDC756B*

© 2014 Pitney Bowes Ltd.

Envelope messaging

It can take up to about 10 days to create your personalised Envelope Message 

and if it’s not available for download during the installation process, email 

envelopemessagingqueries@pb.com to see when it is going to be ready. When 

it is available, carry out a software update as described below to download it into 

your franking machine.

You can carry out a software update at any time, which automatically downloads 

any new Envelope Messaging or software updates allocated to your account. To do 

this: 

•     Press  Options

•    Use the Page Down button to scroll to Data Centre Options then press the 

button alongside it to select it.  

•   Select Check for Updates.

•    Your franking machine connects with the Pitney Bowes Data Centre and 

indicates if any updates are available. Follow the prompts on the screen to 

start the download.

If at any time you would like a new Envelope Message for your franking machine, 

just visit our website at www.pitneybowes.co.uk/envelopemessaging 

Alternatively, log-in to My Account and click on the Envelope Messaging link at the 

right hand side of the My Account home screen.

To make your franking machine automatically select your preferred Envelope 

Messaging when you frank mail, see ‘Pre-setting options’.

Continue reading below

Now that you’ve installed your franking machine, you’ll probably want to learn 

more about its many features. 

An Operating Guide that covers all aspects of your franking machine is provided. 

This gives more detail of how your franking machine works, and how you can use 

it to process your post. In particular...

•  Chapter 3 describes how to run mail and how to select your Envelope 

Messaging.

•   Chapter 4 describes setting up the ‘Normal Preset’ so that your system 

automatically loads your ‘standard’ settings, including your preferred 

Envelope Messaging, etc.

•   Chapter 7 describes how to fit the moistener.

•   DM300M systems are supplied with the kit that allows use of INVIEW Postage 

Reporting. Documentation for using INVIEW is contained in Chapter 12 of the 

Operating Guide. Details of fitting the INVIEW kit to your franking machine are 

available on the web. Go to www.europe.pb.com/docs and enter the access 

code 9691.

Using your franking machine

Digital Mailing System 

DM300c, DM400c & DM475 series

Operator Guide

UK and ROI 

Version

5

6

7

8

9

 

   Frank an envelope

Let’s now create your first piece of franked mail.

The display should be showing a screen similar to the illustration below. This is 

called the Home Screen.

•    Place your item of mail on the scale and the display will show the weight and 

date. 

•    You now need to select the Class of mail you require. Press the button 

alongside Class and select the carrier Royal Mail/An Post. Use the Page Up or 

Page Down buttons to scroll until the Class you wish to use is visible and then 

press the button alongside it to select it.

•    Envelope Messaging prints alongside your frank. To select your preferred 

Envelope Message, press the button alongside Ad. Use the Page Up or Page 

Down buttons to scroll until the Envelope Message you wish to use is visible 

and then press the button alongside it to select it. (To ensure your Envelope 

Message prints automatically in future, see Pre-setting Options).

•    Position the envelope against the registration wall and slide it to the right until 

the Franking Machine grasps it. The Franking Machine prints the digital meter 

stamp and ejects the envelope.

Problems?

•     Can’t see the personalised Envelope Message you ordered? See Envelope 

Messaging.

•     Want to pre-set the franking machine to automatically print your preferred 

Envelope Message?

 See Pre-setting Options.

•    Want to learn more about using your new franking machine? See Using your 

franking machine.

10  

Mr. John Smith

1925 Main Street

Your Town, US  12345

Sue Jones

Rte 223

Her Town, 54321

Scale Weight      

 

 

£0.00

0g 

     19-6-14

◄ Class  : 

Select Class

◄ Ad  

None

◄ Txt Msg : 

None

Registration 

Wall

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