Peralta Community College District used OCI AI services for invoice automation

The Peralta Community College District is the community college district serving northern Alameda County, California. The district operates four community colleges: Berkeley City College, Laney College and Merritt College in Oakland, and College of Alameda.

Peralta Community College District integrated their PeopleSoft system with AstuteAP bringing invoice automation into their operations.

AstuteAP is an invoice automation solution built by Astute Business Solutions leveraging OCI services such as AI Document Understanding, Process Automation, APEX in Oracle Cloud, Oracle database 23ai, Generative AI Service (Meta.llama-3.2.90b-vision-instruct model), and OCI Identity and Access Management. Invoice parsing in Astute AP is enabled by the OCI Generative AI Service.

The AstuteAP invoice automation solution captures invoice data from the invoice file, validates the invoice data against PeopleSoft tables using various APIs, and then integrates the validated invoice into AP in the PeopleSoft system.

The AI-enabled invoice processing is integrated into PeopleSoft AP and a link to the AI captured invoice is included in the voucher screen under the attachment section.

Vendor information and, purchase order details are synced with the PeopleSoft system using REST APIs.

This deployment has transformed invoice processing by:

• Automating data extraction and validation using an AI-powered solution.
• Enhancing exception handling with intelligent decision-making models.
• Providing real-time insights into AP workflows for better cash flow management.

OCI AI services have brought a new dimension to automation. By fine-tuning AI models with Peralta Community College District's historical data, the solution delivered unparalleled accuracy in invoice matching and anomaly detection.

The AI-driven insights empowered Peralta Community College District to optimize payment terms and strengthen vendor relationships.

Impact

Within couple of months, Peralta Community College District achieved:

• A reduction in invoice processing time.
• Significant cost savings through early payment discounts.
• Enhanced financial visibility and compliance.

Processing 1000 invoices, which would previously take 20 FTEs approximately 160 hours manually, can now be processed in less than four hours with the AstuteAP integration to PeopleSoft.

There has been a 40-fold increase in productivity.