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Case Study

Automating Fixed Asset Lifecycle Management in SAP via Citrix

Client Overview

A multinational organization managing a large volume of physical and digital assets sought to automate its fixed asset creation and lifecycle processes. With multiple transaction types—ranging from asset creation to disposal—being handled manually in SAP through a Citrix environment, the process was time-consuming and prone to human error.

Challenges

  1. Manual Entry in SAP via Citrix – Employees had to log in via Citrix and perform repetitive data entry tasks in SAP, increasing the risk of inaccuracies.
  2. Volume of Asset Transactions – With frequent actions like creation, deletion, transfers, and disposals, the volume of requests overwhelmed existing manual processes.
  3. Inconsistent Tracking & Communication – Lack of standardized status updates to stakeholders delayed downstream activities.
  4. Complex Multi-Module Operations – Managing different asset transaction types (e.g., sub-assets, revenue-based disposals) required careful handling and validation.

Solutions: End-to-End Fixed Asset Automation via RPA

The RESOLVENT developed a robust RPA solution to automate the entire fixed asset process in SAP, operating seamlessly within a Citrix environment. The automation was designed to handle all major asset modules with dynamic input and output handling.

Key Features of the Automation:

  1. Automated File Retrieval – The bot picked up structured Excel files from a shared folder, containing details for asset processing.
  2. SAP Automation via Citrix – Using advanced image and keystroke recognition, the bot navigated SAP through Citrix, executing actions with precision.
  3. Reference Number Generation – For each transaction, the bot generated and stored reference numbers for tracking and audit purposes.
  4. Client Communication – – Status emails were automatically sent to clients upon successful processing or exception handling.
  5. Multi-Module Asset Handling – The bot processed all key modules, including:
  • Asset Creation
  • Sub-Asset Creation
  • Asset Deletion
  • Asset Transfer
  • Disposal with Revenue
  • Disposal without Revenue
  • Asset Change (modifications)

Results & Impact

  • 85% Reduction in Processing Time – Automated workflows processed asset requests within minutes, replacing long manual cycles.
  • 100% Accuracy in SAP Entries - Eliminated errors in asset management due to precise data validation and transaction handling.
  • Significant FTE Savings - Freed up multiple team members from repetitive SAP tasks, enabling focus on strategic analysis.
  • Full Lifecycle Coverage – All asset types and actions were handled by a single, scalable bot architecture.
  • Improved Stakeholder Communication – Real-time email updates on asset status reduced follow-ups and increased transparency.

Conclusion

With this automation, the organization achieved comprehensive control and visibility over its fixed asset lifecycle in SAP. The RPA solution not only reduced operational costs but also enhanced data accuracy, compliance, and user satisfaction—making it a strong digital transformation success story.