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Peralta College (PCCD) AstuteAP Automation
Accounts Payable - AP

Peralta College (PCCD) AstuteAP Automation

Peralta Community College District (PCCD) relied on a manual invoice processing system, which was inefficient and prone to errors. With four colleges in the district and a high volume of invoices—including blanket POs and non-PO invoices—managing payments became increasingly challenging. The manual process led to significant payment delays, and straining relationships with suppliers and vendors. To address these issues, college leadership sought an automated accounts payable (AP) solution to streamline invoice processing, reduce manual effort, improve accuracy, eliminate duplicate and fraudulent invoices, and enhance overall efficiency by ensuring timely payments. They selected AstuteAP to move forward with Pilot to Production.

From Pilot to Production: AP Automation Transformation

Current State Before AP Automation

  • Manual Invoice Processing:
    • Invoices were manually inputted, approved, and entered into PeopleSoft Accounts Payable, leading to frequent errors, and duplication and coded incorrectly for distribution code.

  • Lack of Visibility:
    • Limited real-time tracking of invoices, approvals, and payments.
    • Late payments often resulted in fines and strained vendor relationships.

  • Increased Operational Costs:
    • Manual processing requires significant time and resources.
    • High costs associated with paper, postage, and filing in the manual AP workflow.

  • Limited Reporting and Analytics:
    • Reporting capabilities were insufficient for budget management, cash flow forecasting, and spending analysis.
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Technology Challenge
Technology

Technology Challenge

  • There is no product available for meeting end-to-end automation.
  • Employees are not motivated or have time to learn new technology. There isn’t much of a learning curve because the AstuteAP solution is mostly automated.

The Solution

AstuteAP is the right solution for Peralta to meet their PO-based and non-PO-based invoices.

 

Account Payable Automation Visualized

AstuteAP workflow

 

Results of AP Automation

  • Reduced Processing Time:
    • Automation eliminated manual data entry and approval delays, significantly reducing invoice processing time.
  • Improved Accuracy:
    • Generate AI Oracle technology and automated workflows minimized errors in invoice entry and approval.
    • Duplicate payments and misfiled invoices were eliminated.
  • Cost Savings:
    • Reduced time spent on manual AP tasks, lowering operational costs.
    • Allowed employees to focus on more strategic tasks.
  • Enhanced Vendor Relationships:
    • On-time payments improved vendor satisfaction and enabled early payment discounts.
    • Electronic invoice submission increased accuracy.
    • A vendor portal provided real-time invoice tracking.
  • Real-Time Visibility and Reporting:
    • Dashboards offered instant insights into invoice statuses, pending approvals, and cash flow.
  • Seamless Integration with PeopleSoft:
    • The AP automation system integrated smoothly with PeopleSoft, ensuring accurate and efficient invoice processing.
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Astute’s Implementation Approach: From Pilot to Production

    1. Needs Assessment and Discovery
      • Initial Consultation: Collaborated with the finance team to analyze existing AP workflows and pain points.
      • Process Mapping: Identified key areas for automation, including invoice receipt, approval routing, and payment processing.
      • Customization: Configured approval workflows, compliance rules, and reporting structures tailored to the college's needs.
    2. Solution Design and Configuration
      • System Integration: Ensured seamless data flow between the AP automation solution and PeopleSoft.
      • User Permissions: Defined user roles and access controls to safeguard financial data.
    3. Data Migration
      • Invoice Data Migration: Transferred historical invoice data for easy accessibility and compliance.
    4.Implementation and Testing
      • Pilot Run: A test phase with sample invoices allowed fine-tuning before full deployment. OCR Validation: Ensured accurate extraction of key invoice details like vendor name, amount, and invoice number.
    5.Training and Support
      • AP Staff Training: Hands-on training for AP teams, covering exception handling, GL coding, and reporting.
    6. Go-Live and Transition
      • System Go-Live: The college fully transitioned to automated invoice processing.
      • Parallel Run: A brief period where both manual and automated systems ran side by side for validation.
    7. Post-Go-Live Support
      • Ongoing Technical Support: Continuous monitoring and issue resolution. Optimization: Workflow refinements based on real-world usage and user feedback.

    Key Deliverables

    • Fully integrated AP automation system for invoice processing.
    • Intelligent Data Capture: OCR-driven automation for invoice validation and processing.
    • User Training & Documentation: Resources to facilitate smooth adoption.
    • Real-Time Dashboards: Enhanced visibility into invoice status and financial reporting.
    • Ongoing Support & Maintenance: Ensuring system reliability and efficiency.
    • Cost & Efficiency Gains: Eliminated manual tasks, paper processes, and approval delays

    Technology Behind AP Automation

    • Oracle Document Understanding (ODU): AI-powered OCR for invoice data extraction.
    • Machine Learning & AI: Automated anomaly detection, duplicate invoice prevention, and predictive approval workflows.
    • Vendor Portals: Electronic invoice submission, real-time tracking, and reduced paper usage.
    • Automated Workflow & Approval Routing: Intelligent routing based on approval limits, departments, and project codes.
    • Seamless ERP Integration: Synchronized invoice data with PeopleSoft for financial accuracy.
    • Advanced Analytics & Reporting: AI-driven insights for budget management, cash flow forecasting, and compliance.
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    Enhancements & Unique Features
    Enhancements & Unique Features
    • Real-time Notifications: Alerts for new and processed invoices.
    • Duplicate Invoice Detection & Removal: AI-driven categorization and prevention of duplicate payments.
    • Automated Invoice Assignment: Invoices mapped to AP users based on cost center or workload capacity.
    • Admin Dashboard Logs: Comprehensive tracking of deleted invoices.
    • Blanket PO Processing: AI-driven invoice matching against pre-approved spending limits.
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    Project Timeline & Outcome
    Project Timeline & Outcome
    • Implementation Duration: Completed in 37 business days across all four PCCD campuses.
    • SaaS Deployment: Minimal integration effort required with PeopleSoft.
    • Cost-Effective Model: Small upfront fee and a per-page processing charge.
    • Stakeholder Satisfaction: The finance team praised the rapid implementation and efficiency gains.

    AstuteAP transformed PCCD’s accounts payable process by reducing manual work, improving accuracy, and enhancing vendor relationships—all within a fast-tracked implementation timeline and at a substantially lower cost than any standalone AP automation software.

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