CGLMC ltd – Carnoustie (client since 2017)

The game of golf has been played in Carnoustie for well over four centuries. The first indication that the game was being played in the Angus town can be found in the Parish Records of 1560 when the game of ‘gowff’ was mentioned and there is every indication that the game has played an important part in the town’s life ever since.

Carnoustie’s Championship course has become regarded as one of Britain’s finest, and most challenging, tests of golf. It is, in short, it compares with anything found elsewhere in the world.

For CGLMC ltd, running a major golfing venue like Carnoustie, requires a range of financial controls, and at the end of 2016, the Finance Department contacted Cloud B2B solutions with a view to installing an electronic cloud based Purchase Order and Supplier invoice system. With 3 courses and 4 departments spread across the site, previous paper based systems were no longer practical for the organisation.

From the first demonstration, as many staff as possible were involved in the process that led to the Specification and design of the system. A whole range of issues from budgetary controls, to purchasing and invoice workflow approvals for both Orders and Supplier invoices, and even how to deal with complex fuel purchases, were covered. Importantly, system users have the ability to upload supporting documents to support the PO’s such as delivery notes, quotations.

The supplied system also allows approved Supplier Invoice data to be exported as a CSV file for import to the Company’s SAGE accounts system. Importantly the Finance department has full visibility across the whole system, as to the status of both Purchases and Invoices, at all times. Customised Reports add another level of information and auditability.

Dianne McDonald (Finance Manager and system sponsor) commented ‘The system Cloud B2B have provided us with will make the whole procurement process easier to monitor and control. We took our time in arriving at the final system Specification, having consulted with key team members, to ensure we brought everyone with us in terms of how the system works. Whilst the 2018 Open is a key event for us, the system will ensure that we are more efficient all the time!’