Westchester Country Club is an exclusive family oriented club located in Rye, NY, approximately 40 minutes outside Manhattan.
Westchester has been ranked 29th of 4,000 private clubs in the U.S. and maintains its status as a BoardRoom magazine Distinguished Club and a Platinum Club. Their facilities include two championship golf courses, a beach club on Long Island sound and comprehensive tennis and squash facilities.
Director of purchasing Robert Sanders is considered an industry expert with over 20 years in hospitality purchasing. Sanders now runs the procurement for all of Westchester’s facilities and outlets. He has a hotel background, where he first used CedarCreek’s software at the Plaza Hotel before joining Westchester in 2015, where they were also using the same purchasing software.
“When I first started in purchasing 20 years ago,” explained Sanders, “all orders were over the phone and hand written. I look back and see how time consuming it was. Now I have everything right in front of me: access to my suppliers, order guides, the ability to create and send a PO, the ability to see if the manager approved it and know that the vendor accepted the order.
“The system is very efficient. My supplier contacts are all there. My pricing is there, and it’s the most recent up to date pricing, so it’s accurate. The history and pricing of every order is available. Everything!” Sanders stated proudly.
Previously, these processes were all manual. He continued to explain that he and other managers can easily see discrepancies so there is no grey area on pricing now that everything is automated. The team can easily find backup and original price quotes and quantities.
Sanders continued, “Everything is documented and there’s accountability for all purchases and inventory now. For example, for a holiday from last year, you can pull up an order to help set up your budget and know what you bought. Everything is at your fingertips, all rolled up into one centralized, cloud-based platform.”
A key element of CedarCreek purchasing is the budget impact visibility or Checkbook Drilldown feature. Every PO provides budget impact to forecast for the department placing the order.
The system prohibits the ability to unknowingly exceed your budget when ordering goods or services. Once the order is placed, an approval workflow sequence is initiated either via a mobile phone or within CedarCreek.
“I can look at a GL code and instantly know what we spent and what’s still pending,” Sanders said delightedly. “Another useful tool is that I scan and attach my bid sheets to a PO in the system. This is very exciting as a purchasing manager!”
The Take Away
“This is the most efficient, productive system I’ve used. And, it’s extremely user friendly. When I first introduce the tool to a new user, they are often intimidated, but when they see how logical and intuitive it is, they realize the system is simple and straightforward. I don’t know how I would do my job without it,” rejoiced Sanders.
Westchester is now expanding their technology platform by adding CedarCreek’s latest product in mobile beverage inventory management. The club will be adding several cutting-edge mobile scanners to easily and quickly take accurate beverage inventory that connects to their POS system. BR