Efficient control of project commitments starts with timely and accurate data. In Omega 365, you can import purchase orders from ERP systems like SAP using the Purchase Order Import app — but that’s just part of the bigger picture.

For larger or more complex agreements, you can combine this with Omega 365 Contract Management, which gives you full lifecycle control of contracts. This includes tracking variation order requests (VORs), managing contract changes, and keeping your forecast realistic and up to date.

With this dual setup:

• POs from SAP (or any ERP) give you accurate snapshots of transactional commitments.

• Contract Management ensures that change orders and forecasts are properly reviewed, approved, and reflected and included in project commitments and forecast

Together, these tools enable a full commitment and forecast picture — all directly integrated with Cost Management.

Step-by-Step: Importing POs via Excel

The Purchase Orders Import app makes it simple:

• Just export your POs from SAP using the CJI5 report, or an equivalent from another ERP.

• Upload the Excel file into the app using the "Upload from template" action (see screenshot 2).

• If your WBS structure differs between systems, use the WBS Mapping feature to align it with Omega 365.

Screenshot: The Purchase Orders Import app

Update Your Project Commitments

After the Excel file is uploaded and mapped (if needed), hit the "Update Committed Values" button. This updates the committed amounts on all impacted WBS elements – keeping your project financials in sync.

If you’re aiming for a more automated flow, you can replace Excel imports with API services to receive commitment data directly from your ERP. It takes a bit more setup, but we highly recommend this approach for real-time updates. However, no need to wait for the API's to be up and running. The manual approach will anyway give you a quite effective way of ensuring that you are up to date.

View the Results in WBS Cost & Progress

Open the WBS Cost & Progress app and select a WBS element to see the updated committed values. On the tab page "Imported POs", you’ll find a breakdown of the commitments per PO.
Screenshot: WBS element with detailed imported POs view

💡 Use the cut-off selector to track how commitments develop over time – PO data is archived per cut-off for transparency.

Forecast Better with Updated Commitments

To update your Project Forecast to include the latest commitments:

• Use “Copy from...Purchase Orders” inside the WBS element.

• Or, directly from the Purchase Orders Import app, use the "Copy to Estimate" action.

Both options will push the committed amounts into your forecast estimate, just like how it works for contracts. You can also include manual inputs or pending changes not committed yet.

Dive into the Details in the PO Review App

The new PO Review app gives you a full view of each purchase order:

• One tab shows the PO items and how they’re linked to WBS elements.

• Another tab reveals accounting transactions/invoices tied to each PO