Using electronic return receipt (ERR) with a reference number on the DM300C, DM400C, DM450C, DM475 and SendPro 300

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Products affected: DM300C™, DM400C™, DM450C™, DM475™, SendPro® 300
The Reference Number is an additional feature related to E-Certified Mail / E-Return Receipt (ERR).
  • The reference number allows you to enter your unique alphanumeric characters into your Pitney Bowes meter.
  • The reference number shows in the "USPS Tracking and e-Return Receipts" area of Your Account.

Important: E-Certified Mail is an optional feature. Contact your Pitney Bowes Sales Representative for options and pricing.

Follow these steps to process mail using a reference number with an electronic return receipt:
  1. Weigh the envelope or package. Place the mailpiece on the attached scale, or process with the meter in WOW mode.
    • Use WOW mode on the DM475.
    • Use Attached Scale mode on the DM300C, DM400C, and DM450C.
  2. Select the class of mail you wish to use (for example, First Class or Priority Mail).
  3. Select services for mail. In this case, select E-Certified.
  4. Select E-Return Receipt.
  5. Press Enter.
  6. Scan or type the 5-digit destination ZIP code, or scan the barcode that combines the ZIP code with the Reference Number.
  7. Press Enter. (Note: If the system is set to Autoenter, this step is not required.)
  8. Enter the USPS tracking barcode number.
  • 22-digit barcode labels for tracking E-Certified Mail must begin with “9171” in order to be tracked correctly per USPS guidelines.
  • If a combined barcode was scanned for the destination ZIP code, the system does not prompt you to enter the reference number.
  • If the control panel display shows the next number in the barcode sequence and it matches the number on your next label, enter the last digit to accept it. Alternately, scan or manually type in the 22-digit barcode number from the label being used.
  • If the control panel does not show the next number in the barcode sequence, it shows the next number in the barcode sequence minus the check digit (last digit). The check digit must be entered.
  1. Apply the barcode label to the mailpiece if it is not already printed on the mailpiece.
  2. Press Enter. (Note: If the system is set to Autoenter, this step is not required.)
  3. Enter the reference number. Scan or type the unique reference number for this mailpiece.
Note: You do not see a prompt if a combined barcode was scanned when entering the destination ZIP code.
  1. Press Start to print the postage on an envelope, or press Tape to print a tape. The control center returns to the main screen.
  2. For multiple mailpieces using the same class and service:
    1. Press the ZIP button.
    2. Type in the ZIP code.
    3. Press Enter.
    4. Begin processing the next mailpiece.
  3. Repeat steps 1-12 as necessary for different classes and services.
  4. To transfer the files, connect the control panel to the PB Data Center and upload the records no later than the end of every day. To do this, press Menu and select Confirmation Services.
  5. After transferring the files, the meter automatically prompts you to print receipts or reports (if this is enabled in the meter Settings). Use the Reports button to select and print receipts and the optional report of tracking information and related reference numbers.
To track E-Certified / E-Return Receipt mail, sign in to your account.

UPDATED: August 14, 2021