New invoice and other supplier documentation's shipment method
Starting from the January 1, 2015, Fincantieri is adopting legally compliant electronic storage for all accounting documents pertaining to all orders issued to your company.
Therefore all documentation must be addressed to:
FINCANTIERI S.P.A.– VIA GENOVA, 1 – 34121 TRIESTE
(as already required by the general conditions) and must then be sent as described below. Invoices, credit notes and pertaining attachments are to be sent to the following e-mail address:
The documents should be sent in PDF/A format. Each file must contain a single invoice or credit note (with all the pertaining attachments), making sure that all files are headed by the invoice or credit note with all attachments contained in the following pages. Alternatively, the PDF format can be used, if it only contains the image of the document to be sent (e.g. scan).
It is possible to attach the Comprovanti Lavori (work progress approval) to the invoice, but no other documents (e.g. delivery note, order copy, order confirmation, statement of ownership, affidavit, etc.)
The following options are to be applied while digitizing the documents, in PDF or PDF/A format:
- ISO 19005-1:2005 ISO standard published on October 1, 2005
- The scan resolution must not exceed 300 DPI
- The images are to be correctly rotated
- If possible, rename the file with your company name and document number (for example: DittaMarioBianchi-533-2014.pdf)
- Do not use any special characters within the file name, such as: /<slash>, \<reverse slash>, |<pipe>, “<double quote>, ‘<quote>, ?, *, $, %, &, <space>
- If possible avoid using color images
- Set the grayscale to use 16-bit
- Remove any macros, scripts or bookmarks from the file
- Remove any link to any external resources from the file
- Avoid protecting the file and adding a digital signature
Each file must not exceed the maximum size of 3 MB.
If these guidelines are not followed, your files will not be processed automatically and it will therefore slow down the filing process.
Invoice forwarding via e-mail will significantly reduce sending and receiving times and therefore make the invoice checking and accounting processes much faster.
To create PDF/A files correctly, we recommend following the guidelines provided by the legislation accessible through the website www.agid.gov.it, attachment no. 20 to the GAZZETTA UFFICIALE, with particular reference to the paragraph regarding the admitted formats (chapter 5), available in Italian only.
The e-mail address provided is exclusively used to receive accounting documentation. Any other communication will not be viewed or processed.
If the e-mail format cannot be used to send invoices, credit notes or pertaining attachments, they are to be issued to FINCANTIERI S.P.A.– VIA GENOVA, 1 – 34121 TRIESTE and can be sent via traditional post to the following address:
Casella Postale n. 307
This P.O. Box is used exclusively to receive accounting documentation.
We take this opportunity to remind companies to complete all invoices and credit notes with all the information required by the fiscal regulations and any other useful information.
Some of the required information is the following:
- Order number and position (also for credit notes)
- An indication of the Operating Unit where the supply or action has been provided
- SAL number when contractually required
- EU compliant VAT number
- Invoice date and number
- Reference currency
Italian Legislative Decree no. 11 dated January 27, 2010 introduced European Directive 2007/64/EC into Italian law, establishing, among other things, the adoption of the IBAN as the sole identifier for the execution of bank transfers; this means that now banks simply check that the IBAN is an existing and correct one, and no longer check that the name of the payee matches the account holder to which the IBAN refers.
Consequently, any changes notified by a supplier or by a supplier's appointed bank of alterations to the IBAN of their preferred bank and/or of any channels and mandates signed by the supplier, will be treated by our Company as valid only if they are received in writing on the supplier's letterhead, with the original copy signed by the legal representative, indicating, by stamp or text format, the name, surname and position of the legal representative signing the notice.
In the absence of even one of the items of required information, the notice will be ignored and our Company will continue to make any payments on the basis of the existing IBAN.
Some information regarding Intrastat
In view of the new regulations regarding legally compliant electronic document storage, with a special note for the fiscal regulations regarding Intrastat for companies that trade within the EU, we ask all suppliers to add some information to all invoices necessary for us to comply with Intrastat regulations.
In the case of goods supply within the EU the following information is necessary:
- Unit of measure
- Supply weight
- TARIC Code
- Origin and source of goods
- Operating Unit of goods supply
In the case of services provided within the EU the following information is necessary:
- Identification code of service provided
- Operating Unit of service supply
On the website www.fincantieri.com, in the Suppliers section, you will find all contact information as well as all the possible ways to send any sensitive information to Fincantieri.
Thank for your attention.
 The standard does not define a filing method or objective; it does however identify a “profile” for all electronic documents in order to guarantee that these can be accessed and viewed in the future in the same exact form as when they were received. A key element is that these files are to be produced as “standalone” PDF/A documents: all the information needed for the correct viewing of the document are to be incorporated in the document itself. All content (texts, raster images and vector graphics), fonts, colors and general viewing information is to be contained in the document itself. A PDF/A document must not use any information connected to external sources (fonts or hyperlinks for example). Other compatibility elements to be followed are:
- Video or audio content is forbidden
- All fonts are to be incorporated and must not have copyright limitations. This is also the case with standard PostScript fonts, such as Times or Helvetica
- Spaces and colors are to be independent of the devices used
Encryption is dropped