Configuring Financial Datasets

A Financial Dataset is a structured collection of financial records used to track and manage transactions within a defined range. Datasets contain financial accounts, transactions and balances, ensuring organised financial reporting.

Users can select a dataset to view past transactions or, if the dataset is unlocked, record new transactions. Financial datasets help maintain financial data separately for different periods, accounts and positions while ensuring consistency in reporting.

The Manage Financial Datasets console contains the list of Financial Datasets configured in BMC Helix Portfolio Management and provides functionality to add, remove or modify the Financial Datasets. This console is accessible to the user with the Financial Master role.

To access the Manage Financial Datasets console

Log in to BMC Helix Portfolio Management and click Settings .
Select Financial Management.
Go to Financial Datasets. The console will have the list of Financial Datasets, if created already.

To create a Financial Dataset

Log in to BMC Helix Portfolio Management and click Settings .
Select Financial Management > Financial Datasets.
Click +New to add a new Financial Dataset and fill in the following details:

Field	Description
Financial Year	Specifies the year for which the dataset is created, helping organise financial data based on annual periods.
Transaction Scope	Defines the coverage of transactions within the dataset.
Status	Defines whether the dataset is Open (allows recording of transactions) or Locked (restricted to viewing past transactions only). By default, a new dataset is created in the Open state. Users can later edit the dataset to lock it, but once locked, it cannot be unlocked. The console allows only one dataset in open status per Financial Year and Transaction Scope.
Detailed Description	A brief explanation of the dataset’s purpose or any relevant financial details for better understanding and reference.

4. Click Save. This generates a Financial Dataset with a name based on a combination of the selected Financial Year, Transaction Scope, and a Version Number. The version number starts at 1 when a dataset with a specific year and scope is created for the first time. If another dataset is created with the same year and scope, the version number increments sequentially (e.g., 2, 3, etc.).

Note: In addition to creating a new Financial Dataset from scratch, the application allows users to copy an existing dataset, provided the existing dataset is locked.

To Copy a Financial Dataset –

Log in to BMC Helix Portfolio Management and click Settings .
Select Financial Management > Financial Datasets.
Select the Financial Dataset you want to copy and click Copy.

Note: When a user copies a dataset:

A new Financial Dataset is created with the same Financial Year and Transaction Scope as the original, but with an incremented version number.
Upon creation, the copied dataset initially appears in the Initialization status. After refreshing the console, the status updates to Open, allowing users to make additions or adjustments as needed.
All the financial transactions from the original (locked) dataset are automatically duplicated into the new dataset with the modification status Unchanged – indicating that these are original transactions copied without edits.
Users can then update or delete any transactions in the copied dataset without affecting the original dataset. For more information, see Financial Transaction Recording Console.

To Modify/Edit a Financial Dataset –

Log in to BMC Helix Portfolio Management and click Settings .
Select Financial Management > Financial Datasets.
Click on the name of the Financial Dataset or select the row and click on the Edit button. This will show you the details that you provided while creating the Financial Dataset and additional fields to configure relevant details.
Follow the instructions in the table below to modify the Financial Dataset.

Action	Steps
To associate or manage the HPM Objects within the Dataset	In the Edit Financial Dataset blade, click Manage HPM Objects. This will open the list of Registered HPM Objects (if any). To register a new HPM Object, click Register New HPM Objects. This will open the list of all the records from idea, demand, requirement and so on, present in the Portfolio Management app. Select one or more HPM Objects from the list and click Select. This will add the selected HPM Object(s) to the list of Registered HPM Objects. Click Close.
To lock the complete Dataset	In the Edit Financial Dataset blade, click Switch Status to Locked. Click Save. Please note, once locked, a Dataset cannot be unlocked.
To lock certain periods within the Dataset	In the Edit Financial Dataset blade, go to Period Lock States. Checkmark the Periods you want to lock within the Dataset. Click Save. Please note, once locked, a Period cannot be unlocked.

5. Modify the details and click Save.

To Delete a Financial Dataset

Log in to BMC Helix Portfolio Management and click Settings .
Select Financial Management > Financial Datasets.
Select the Financial Dataset and click Delete.