Envelope Printing Accounts Support
Add accounts to record Envelope Printing usage by department.
1. Tap “Envelope Printing” on the Home screen.
2. Tap “Account”.
3. Tap the “Preferences” icon in the upper right corner of the screen.
4. Tap “Manage Accounts”.
5. Tap “Create new account”. If the keyboard does not pop up, tap on the line in the grey box.
6. Tap “Create a new account” for a new account.
7. Complete the required account name field. Account names can be up to 75 characters long.
8. Complete the required code field. Assign a unique code to identify each account. Codes help you locate accounts more easily.
9. Complete any optional fields, such as:
– Description – Enter a description of the account up to 150 characters.
– Password – Tap Password to create a password for an account. Passwords are case sensitive, can be alphanumeric, and must be four characters in length. You must enter this password to edit or feed mail against the account once enabled.
10. Ensure you set the status to active.
11. Tap anywhere on the screen, but outside of the fields when complete.
12. Tap “OK” to save. The name of the new account appears.
– Tap Create New Account to create another account.
– Tap Add a Sub Account to this account to add a sub account to the account you just created.
– Tap Continue if you do not need to create any more accounts.
13. Press the back-arrow to return to the account list.
Watch this video to learn how to select an account for envelope printing on your franking machine.
When accounting is enabled on your device, you must select an account before you can print postage.
1. Tap “Envelope Printing” on the Home screen.
2. Tap “Account”.
3. Tap the account you wish to use for your mail.
The Envelope Printing accounting structure is based on three levels: account, sub account and sub sub account. Your account names can contain up to 75 characters for each level plus separators (227 characters total).
Depending on your requirements you can structure your accounts in single or multiple levels. For example, you can divide a top level department (account) into two additional sub sections.
Account
When you create a top level account, you can charge funds and pieces to that account. This is the account charged for postage because it does not have any subordinate (sub or sub sub) accounts.
Example:
Account – Engineering
Sub Account
If you create sub accounts for a top level account, they become the lowest level in the account hierarchy and identify the departments that are charged for postage.
Example:
Account – Engineering, Sub account – Software;
Account – Engineering, Sub account – Industrial Design
Sub Sub Account
If you create sub sub accounts for sub accounts, the sub sub accounts become the lowest level in the account hierarchy and identify the departments that are charged for postage.
Example:
Account – Engineering, Sub account – Software, Sub sub account – Software Testing
Account – Engineering, Sub account – Software, Sub sub account – Software Design
Account – Engineering, Sub account – Industrial Design, Sub sub account – Graphics and Layout
Account – Engineering, Sub account – Industrial Design, Sub sub account – User Friendly Testing
When multiple account levels are created, the accounts are linked (account-sub account, or account-sub account-sub sub account). They become a set and are treated as one separate account, with one account number and one password. The top level account number and password are rolled down to the first sub account that is created. When you add a second sub account to this top level account, you create a new linked set of accounts with a different account number and password.
Note: Only the lowest level of the account hierarchy is chargeable. This means that transactions can only be posted to that account.
You can view or edit the account name, code, description, status or password for all of the accounts sub accounts and sub sub accounts on your system.
Note: Once you charge postage to an account, you cannot change the account name or code. Also, you cannot delete the account.
1. Tap Envelope Printing on the Home screen.
2. Tap Account on the left side of the screen.
3. Tap the menu icon in the upper right corner of the screen.
4. Tap Manage Accounts.This opens the Accounts screen.
5. Tap Edit account. A list of all the accounts currently available is displayed.
6. Select the account you want to edit by tapping on it.
7. Select OK.
8. Make the changes you want.
– If you want to prevent anyone from charging transactions against this account, you can set the account status to inactive..
9. When finished, tap anywhere on the screen but outside of the fields. The Cancel and the OK buttons appear at the bottom of the screen.
10. Tap OK to return to the Accounts screen.
11. Tap the back arrow to return to the list of accounts.
12. You can select an account from the list by tapping on it. That account will then appear on the Mail screen. To return to the Mail screen without changing your account selection, tap Cancel.
When you delete an account, sub account or sub sub account, you remove its data completely. That data is then unrecoverable. Make sure you do not need the accounts data before you delete the account. Once you delete an account, the data cannot be retrieved.
If you have already charged transactions to an existing account you cannot delete the account. If you want to prevent users from charging transactions against this account, you can set the account status to inactive.
1. Tap Envelope Printing on the Home screen.
2. Tap Account on the left side of the screen.
3. Tap the menu icon in the upper right corner of the screen.
4. Tap Manage Accounts.This opens the Accounts screen.
5. Tap Delete account. A list of all the accounts currently available is displayed.
6. Select the account you want to delete by tapping on it.
7. Tap OK.
8. A warning appears showing the name of the account you are about to delete.
– To confirm that you want to remove the account, tap Yes, delete account.
9. Tap OK.
10. Tap the back arrow at the top of the screen to return to the list of accounts.
11. You can select an account from the list by tapping on it. That account will then appear on the Mail screen. To return to the Mail screen without changing your account selection, tap Cancel.
Envelope Printing uses a multi-level account structure.
You can use Envelope Printing accounts to charge back postage to departments or clients and run reports showing how you spent your postage over specific time periods.
If accounts are enabled on your machine you must select an account when applying postage to a mail piece.
1. Tap Account on the left side of the screen to see a list of available accounts.
2. Tap on the account you want use for your mail piece.
1. Tap Envelope Printing on the Home screen.
2. Tap Account on the left side of the screen.
3. Tap the menu icon in the upper right corner of the screen.
4. Tap Manage Accounts.This opens the Accounts screen.
5. Tap on the Reports link under the Accounts section.
6. If this is the first time you are running a report:
a. Tap Report Period and set the time range for your reports.
b. Tap Preferences and set how to you want to identify the accounts.
7. Tap View & print reports. A list of all the available reports displays.
8. Tap on and select a report.
9. Tap Next.
10. Tap the option you want:
– To view the current report on the screen, tap View Report.
– Tap Actions if you want to save the report under a new name, email the report or delete the report
1. Tap Envelope Printing on the Home screen.
2. Tap Account on the left side of the screen.
3. Tap the menu icon in the upper right corner of the screen.
4. Tap Manage Accounts.
5. Tap on the Reports link under the Accounts section. This opens the Reports screen.
6. Tap Report period.
7. Select the calendar icon next to the Start date of fiscal year field.
a. Select a date on the calendar that appears.
b. Select SET.
The End date of fiscal year is determined based on the start date you enter. It cannot be entered manually.
8. Select the Default reporting period field.
a. Select a report period type.
b. Select OK.
9. The list box on the screen is updated and provides a view the of the reporting periods based on the selections you’ve made.
– Use the Previous year and Next year buttons to view the reporting periods for the previous and next year.
– Use the up and down arrow buttons to scroll through the list of reporting periods for the current year.
10. Select OK to return to the Reports screen.
1. Tap Envelope Printing on the Home screen.
2. Tap Account on the left side of the screen.
3. Tap the menu icon in the upper right corner of the screen.
4. Tap Manage Accounts.
5. Tap on the Reports link under the Accounts section. This opens the Reports screen.
6. Tap Preferences.
7. Tap to select how you want accounts identified: by Name or by Code.
8. Tap to select the account level you want to report at: Account, Sub account or Sub sub account.
9. Tap OK to return to the Reports screen.
Email an account report to keep a record of how much departments or clients have spent on their postage over specific time periods.
1. On the Home screen, tap “Envelope Printing”.
2. Tap “Account”.
3. Tap the menu icon.
4. Tap “Manage Accounts”.
5. Tap the “Reports” link in the Accounts section.
6. Tap “View & print reports”.
7. Tap the option button in front of the report to select it.
8. Tap “Next”.
9. Tap “Actions” or “View Reports” at the bottom of the screen.
10. Tap “Email Report”.
11. Tap in the “Please enter the recipient mail address” box and enter the recipient’s email address.
Note: The email address you enter will remain until you turn off then turn on the device.
12. Tap the file type you wish to send: xlsx (Excel), csv (comma-separated values), pdf (Portable Data Format).
13. Tap “Send”. The report will appear in the inbox.
