The cartoning machine is down. A gripper on the change part set has broken, and the line downstream is running empty. The machine comes from Italy, and the documentation is partly in Italian, partly in English. The email to the manufacturer is written – but which number actually belongs in it, and who is still going to reply today?
Packaging machines from Italy are in use in many plants in the food, pharmaceutical and consumer goods industries. When they stop, the quality of your enquiry determines how quickly the right spare part is found.
In this article you will learn which details to prepare, how to tell change parts from standard parts and how you can often identify bought-in components such as drives, pneumatics or sensors even without the machine manufacturer.
Why so many packaging machines come from Italy
Italy has a long tradition of building packaging machines. A well-known centre is the Emilia-Romagna region around Bologna, often referred to in the industry as the “Packaging Valley”. Over decades, many specialised manufacturers have grown up there – from large groups to small family firms building special-purpose machines for individual applications.
For users, this has two sides. The machines are often tailored precisely to the product and the packaging. At the same time, many parts are custom-made and known only to the machine manufacturer. And some smaller manufacturers have been taken over, renamed or no longer exist.
The key details: machine number and year of manufacture
The most important information for any spare parts enquiry is on the machine nameplate. On Italian nameplates you will often find these terms:
| Italian | English | Why it matters |
|---|---|---|
| matricola / numero di serie | machine or serial number | identifies the exact version of your machine |
| anno di costruzione | year of manufacture | shows which design revision applies |
| modello / tipo | model or type | assigns the machine to its series |
| tensione / frequenza | voltage / frequency | important for electrical components |
The machine number is crucial. Two machines of the same model can differ considerably depending on the year of manufacture, customer requirements or format. Only with the machine number can the manufacturer trace which drawings and bills of materials belong to your machine.
Using the bill of materials and spare parts catalogue
Most packaging machines come with a bill of materials (“distinta base”) or a spare parts catalogue (“catalogo ricambi”), often with exploded views. There you will find an item number for each part and a drawing or part number from the manufacturer.
- Item number: only unique within the drawing. Always state the number of the drawing or assembly as well.
- Part or drawing number: the manufacturer’s actual part number. It is the most important detail for the enquiry.
- Revision level: an index at the end of the number can indicate modified parts.
If the documentation is missing, it is worth asking the machine manufacturer or checking your own archive. It is often held as a PDF by the project or procurement team that purchased the machine at the time. Then store it where maintenance can find it in an emergency.
Change parts or standard parts? The most important difference
For procurement purposes, the parts of a packaging machine can be roughly divided into three groups:
| Group | Examples | Source |
|---|---|---|
| Change parts | grippers, suction cup plates, guides, formed parts, sealing tools, cutting knives | usually only the machine manufacturer, or reproduction from a drawing |
| Machine-specific parts | cam discs, special shafts, housing parts | machine manufacturer or reproduction |
| Bought-in and standard parts | motors, gearboxes, servo drives, pneumatic cylinders, solenoid valves, sensors, bearings, belts, seals | original manufacturer of the component or distributors |
Change parts (format parts) are tailored to your product and your packaging. They are swapped during a format changeover and, depending on the material, wear faster. For them you generally need the machine manufacturer’s drawing number. For parts in contact with the product, material and food suitability must also be considered.
Standard parts and bought-in parts , on the other hand, come from component manufacturers. This is often the fastest route to a replacement.
Identifying bought-in parts via the original manufacturer
A large share of the components in a packaging machine are not made by the machine manufacturer itself. Drives, pneumatics, sensors, controllers, bearings and belts come from specialised manufacturers with an international presence. In the machine manufacturer’s bill of materials, these parts often carry an internal number of their own – but the original designation is on the part itself.
Here’s how to proceed:
- Look for the nameplate on the part: motors, gearboxes, valve terminals, sensors and cylinders usually carry their own nameplate or a laser marking.
- Note the full designation: manufacturer, type, order number with all suffixes. Photograph the plate head-on and in sharp focus.
- Add technical data: for sensors, design, sensing distance, output and connection; for cylinders, bore, stroke and mounting; for motors, power, voltage and mounting type.
- Include the internal number: the number from the machine manufacturer’s bill of materials also helps with matching.
With these details, bought-in parts can often be sourced directly from the component manufacturer or distributors – regardless of whether the machine manufacturer is replying right now.
Not every part of an Italian machine is an Italian part. Behind the drive or valve there is often a component that is available internationally.
Controls, drives and parameters
With electronic components, the right part alone is often not enough. Servo drives, frequency inverters, operator panels and controllers need parameters, firmware or a program for the machine to run again after the swap. Back up this data while the machine is working and keep the backup in a known location. Also note the firmware or hardware version from the nameplate. Work on electrical installations must only be carried out by qualified electricians, and the manufacturers’ instructions take precedence.
Language and availability
Italy is in the same time zone as Germany. Even so, it pays to prepare communication well:
- Language: many manufacturers communicate in English, while smaller firms sometimes prefer Italian. Short, unambiguous sentences with numbers and photos matter more than perfect wording.
- Technical terms: keep a short glossary to hand, such as “ricambio” for spare part, “usura” for wear, “guarnizione” for seal.
- Holiday periods: many Italian companies take a longer summer break in August. Plan maintenance shutdowns and stocking accordingly.
- Contact person: note down the responsible contact in customer service, not just the general address.
What to include in your enquiry
- machine manufacturer, model, machine number and year of manufacture
- photo of the machine nameplate
- part or drawing number from the bill of materials, with assembly and item
- for bought-in parts: manufacturer and order number from the part’s nameplate
- photos of the part and how it is installed
- for change parts: which format or product is affected
- quantity and reason: breakdown, planned maintenance or stocking
Stocking ahead: which parts belong in the store
The fastest spare parts procurement is the one you don’t need, because the part is already on the shelf. For packaging machines, three groups have proven themselves:
- Wear parts on the format set: suction cups, gripper fingers, knives, sealing jaws and guide rails that are replaced regularly.
- Critical special parts: parts that only the machine manufacturer can supply and whose failure stops the line.
- Frequently failing bought-in parts: sensors, solenoid valves, belts and bearings that keep recurring in the fault history.
A good opportunity to draw up this list is the acceptance of a new machine or the next planned shutdown. Ask the manufacturer for its recommended spare parts list and compare it with your own experience.
Typical scenario: two routes to one part
On a flow wrapper, a proximity switch fails. Maintenance first asks the machine manufacturer and receives an internal part number, but no word yet on availability. In parallel, a colleague reads the sensor’s nameplate: manufacturer, order number, design, connection. With these details, the identical part can be sourced directly from a distributor. The difference isn’t the part, but the route to it.
Typical mistakes
- Only the item number: “Part 14 from drawing 3” is not unambiguous without the machine number and drawing number.
- Asking the machine manufacturer for everything: even for standard parts that can be sourced directly.
- Not stocking change parts: wear parts on the format set in particular should be in stock, because there is usually only one route to get them.
- Documentation not secured: bills of materials and circuit diagrams are missing just when they are needed most.
When the manufacturer can no longer supply
Sometimes the machine manufacturer is no longer on the market or a part has been discontinued. Then two routes help: source bought-in parts via the component manufacturer or a successor type, and have change parts reproduced from a sample or drawing.
KTB Europe is a family business from Hamburg and has been sourcing spare parts of all brands worldwide since 1976. Send us the part number, a nameplate photo or a description – including for components from Italian packaging machines. If a part is no longer available, we look for suitable alternatives and inspect the goods in our own central warehouse. Find out more on our pages about MRO procurement and discontinued parts. Also helpful are our articles on the perfect spare parts enquiry and food-grade specifications.
Send us your enquiry via the contact page.
Conclusion
Sourcing spare parts for packaging machines from Italy is no gamble if you are well prepared. Machine number and year of manufacture, a complete bill of materials and photos of the nameplates form the basis. Separate change parts, which you obtain from the machine manufacturer, from bought-in parts, which you can often source directly. And stock the wear parts on the format set before the next breakdown comes.
Frequently asked questions
Where can I find the machine number of an Italian packaging machine?
The machine number is on the machine’s nameplate, often labelled “matricola” or “numero di serie”. Next to it you will usually find the model and year of manufacture (“anno di costruzione”). The number is often also shown on the cover page of the operating manual and the bill of materials.
What are change parts on packaging machines?
Change parts (format parts) are components tailored to a specific product or pack, such as grippers, guides, suction cup plates or sealing tools. They are swapped during a format changeover and are usually custom-made by the machine manufacturer. To source them, you therefore generally need the manufacturer’s drawing number.
Do I have to order all spare parts from the machine manufacturer?
No. Many components such as motors, gearboxes, pneumatic cylinders, valves, sensors or bearings come from suppliers and carry their nameplate. With the component’s manufacturer and order number, these parts can often be sourced directly. Change parts and machine-specific parts, by contrast, usually come only from the machine manufacturer or from reproduction.
What do I do if the Italian manufacturer no longer exists?
For bought-in parts, the components’ nameplate data helps you source the original or a successor type. Change parts and special parts can often be reproduced from a sample or drawing. It is important to secure bills of materials and drawings early, while they are still available.
Which region of Italy is known for packaging machines?
The best known is Emilia-Romagna around Bologna, often called the “Packaging Valley” in the industry. Over decades, many specialised packaging machine manufacturers have settled there. There are also manufacturers in other regions of Italy.