Bump to v3.0.1 multi-line invoice edit safety

PROJECT_STATE.md

@@ -1,3 +1,14 @@
+## v3.0.1 multi-line invoice edit safety - 2026-06-01 UTC
+
+- Updated admin invoice edit workflow to preserve multi-line invoice items.
+- Edit Invoice now loads existing `invoice_items` rows instead of treating the invoice as one total/notes row.
+- Save Invoice now recalculates subtotal from edited line items.
+- Save Invoice now preserves separate `subtotal_amount`, `tax_amount`, and `total_amount` fields.
+- Save Invoice now recreates `invoice_items` from submitted line rows without flattening the invoice into one line.
+- Added editable Tax / HST field plus a “Set 13% HST” helper button.
+- Locked invoices with payment activity still protect core accounting fields and line items.
+- This prevents converted invoices such as INV-0041 from being accidentally collapsed if opened and saved.
+
 ## v3.0.0 selected portal invoice downloads - 2026-05-29 UTC
 
 - Added invoice selection checkboxes to the client portal dashboard.

README.md

@@ -1,3 +1,14 @@
+## v3.0.1 multi-line invoice edit safety - 2026-06-01 UTC
+
+- Updated admin invoice edit workflow to preserve multi-line invoice items.
+- Edit Invoice now loads existing `invoice_items` rows instead of treating the invoice as one total/notes row.
+- Save Invoice now recalculates subtotal from edited line items.
+- Save Invoice now preserves separate `subtotal_amount`, `tax_amount`, and `total_amount` fields.
+- Save Invoice now recreates `invoice_items` from submitted line rows without flattening the invoice into one line.
+- Added editable Tax / HST field plus a “Set 13% HST” helper button.
+- Locked invoices with payment activity still protect core accounting fields and line items.
+- This prevents converted invoices such as INV-0041 from being accidentally collapsed if opened and saved.
+
 ## v3.0.0 selected portal invoice downloads - 2026-05-29 UTC
 
 - Added invoice selection checkboxes to the client portal dashboard.

VERSION

@@ -1 +1 @@
-v3.0.0
+v3.0.1

backend/app.py

@@ -4487,6 +4487,9 @@ def edit_invoice(invoice_id):
     gate = admin_required()
     if gate:
         return gate
+
+    from decimal import Decimal, InvalidOperation, ROUND_HALF_UP
+
     conn = get_db_connection()
     cursor = conn.cursor(dictionary=True)
 
@@ -4504,6 +4507,51 @@ def edit_invoice(invoice_id):
 
     locked = invoice["payment_count"] > 0 or float(invoice["amount_paid"]) > 0
 
+    def _load_clients_services():
+        cursor.execute("SELECT id, client_code, company_name FROM clients ORDER BY company_name")
+        clients = cursor.fetchall()
+
+        cursor.execute("SELECT id, service_code, service_name FROM services ORDER BY service_name")
+        services = cursor.fetchall()
+
+        return clients, services
+
+    def _load_invoice_items():
+        cursor.execute("""
+            SELECT line_number, description, quantity, unit_amount, line_total, currency_code, service_id
+            FROM invoice_items
+            WHERE invoice_id = %s
+            ORDER BY line_number ASC, id ASC
+        """, (invoice_id,))
+        rows = cursor.fetchall()
+
+        if not rows:
+            rows = [{
+                "line_number": 1,
+                "description": invoice.get("notes") or "",
+                "quantity": Decimal("1.0000"),
+                "unit_amount": invoice.get("subtotal_amount") or invoice.get("total_amount") or Decimal("0"),
+                "line_total": invoice.get("subtotal_amount") or invoice.get("total_amount") or Decimal("0"),
+                "currency_code": invoice.get("currency_code", "CAD"),
+                "service_id": invoice.get("service_id"),
+            }]
+
+        return rows
+
+    def _render(errors, line_items=None):
+        clients, services = _load_clients_services()
+        if line_items is None:
+            line_items = _load_invoice_items()
+        return render_template(
+            "invoices/edit.html",
+            invoice=invoice,
+            clients=clients,
+            services=services,
+            errors=errors,
+            locked=locked,
+            invoice_items=line_items,
+        )
+
     if request.method == "POST":
         due_at = request.form.get("due_at", "").strip()
         notes = request.form.get("notes", "").strip()
@@ -4522,15 +4570,29 @@ def edit_invoice(invoice_id):
             ))
             conn.commit()
             conn.close()
-            return redirect("/invoices")
+            return redirect(f"/invoices/view/{invoice_id}")
 
         client_id = request.form.get("client_id", "").strip()
         service_id = request.form.get("service_id", "").strip()
-        currency_code = request.form.get("currency_code", "").strip()
-        total_amount = request.form.get("total_amount", "").strip()
+        currency_code = request.form.get("currency_code", "").strip() or "CAD"
         status = request.form.get("status", "").strip()
+        tax_amount_raw = request.form.get("tax_amount", "0").strip() or "0"
+
+        descriptions = request.form.getlist("item_description[]")
+        quantities = request.form.getlist("item_quantity[]")
+        unit_amounts = request.form.getlist("item_unit_amount[]")
+
+        max_len = max(len(descriptions), len(quantities), len(unit_amounts), 1)
+        while len(descriptions) < max_len:
+            descriptions.append("")
+        while len(quantities) < max_len:
+            quantities.append("")
+        while len(unit_amounts) < max_len:
+            unit_amounts.append("")
 
         errors = []
+        line_items = []
+        subtotal_amount = Decimal("0.00000000")
 
         if not client_id:
             errors.append("Client is required.")
@@ -4538,8 +4600,6 @@ def edit_invoice(invoice_id):
             errors.append("Service is required.")
         if not currency_code:
             errors.append("Currency is required.")
-        if not total_amount:
-            errors.append("Total amount is required.")
         if not due_at:
             errors.append("Due date is required.")
         if not status:
@@ -4549,38 +4609,86 @@ def edit_invoice(invoice_id):
         if status and status not in manual_statuses:
             errors.append("Manual invoice status must be draft, pending, or cancelled.")
 
-        if not errors:
-            try:
-                amount_value = float(total_amount)
-                if amount_value < 0:
-                    errors.append("Total amount cannot be negative.")
-            except ValueError:
-                errors.append("Total amount must be a valid number.")
+        for idx in range(max_len):
+            desc = (descriptions[idx] or "").strip()
+            qty_raw = (quantities[idx] or "").strip()
+            unit_raw = (unit_amounts[idx] or "").strip()
 
-        cursor.execute("SELECT id, client_code, company_name FROM clients ORDER BY company_name")
-        clients = cursor.fetchall()
+            if not desc and not qty_raw and not unit_raw:
+                continue
 
-        cursor.execute("SELECT id, service_code, service_name FROM services ORDER BY service_name")
-        services = cursor.fetchall()
+            line_no = len(line_items) + 1
 
-        if errors:
-            invoice["client_id"] = int(client_id) if client_id else invoice["client_id"]
-            invoice["service_id"] = int(service_id) if service_id else invoice["service_id"]
-            invoice["currency_code"] = currency_code or invoice["currency_code"]
-            invoice["total_amount"] = total_amount or invoice["total_amount"]
-            invoice["due_at"] = due_at or invoice["due_at"]
-            invoice["status"] = status or invoice["status"]
-            invoice["notes"] = notes
-            conn.close()
-            return render_template("invoices/edit.html", invoice=invoice, clients=clients, services=services, errors=errors, locked=locked)
+            if not desc:
+                errors.append(f"Line {line_no}: description is required.")
+            if not qty_raw:
+                errors.append(f"Line {line_no}: quantity is required.")
+            if not unit_raw:
+                errors.append(f"Line {line_no}: unit cost is required.")
 
-        cursor.execute("SELECT service_name FROM services WHERE id = %s", (service_id,))
-        service_row = cursor.fetchone()
-        service_name = (service_row or {}).get("service_name") or "Service"
+            quantity = None
+            unit_amount = None
+            line_total = Decimal("0.00000000")
+
+            if qty_raw:
+                try:
+                    quantity = Decimal(qty_raw).quantize(Decimal("0.0001"), rounding=ROUND_HALF_UP)
+                    if quantity <= 0:
+                        errors.append(f"Line {line_no}: quantity must be greater than zero.")
+                except (InvalidOperation, ValueError):
+                    errors.append(f"Line {line_no}: quantity must be a valid number.")
 
-        line_description = service_name
-        if notes:
-            line_description = f"{service_name} - {notes}"
+            if unit_raw:
+                try:
+                    unit_amount = Decimal(unit_raw).quantize(Decimal("0.00000001"), rounding=ROUND_HALF_UP)
+                    if unit_amount < 0:
+                        errors.append(f"Line {line_no}: unit cost cannot be negative.")
+                except (InvalidOperation, ValueError):
+                    errors.append(f"Line {line_no}: unit cost must be a valid number.")
+
+            if quantity is not None and unit_amount is not None:
+                line_total = (quantity * unit_amount).quantize(Decimal("0.00000001"), rounding=ROUND_HALF_UP)
+
+            line_items.append({
+                "line_number": line_no,
+                "description": desc,
+                "quantity": str(quantity) if quantity is not None else qty_raw,
+                "unit_amount": str(unit_amount) if unit_amount is not None else unit_raw,
+                "line_total": str(line_total),
+                "currency_code": currency_code,
+                "service_id": service_id,
+            })
+
+            subtotal_amount += line_total
+
+        if not line_items:
+            errors.append("At least one invoice line is required.")
+
+        try:
+            tax_amount = Decimal(tax_amount_raw).quantize(Decimal("0.00000001"), rounding=ROUND_HALF_UP)
+            if tax_amount < 0:
+                errors.append("Tax amount cannot be negative.")
+        except (InvalidOperation, ValueError):
+            tax_amount = Decimal("0.00000000")
+            errors.append("Tax amount must be a valid number.")
+
+        subtotal_amount = subtotal_amount.quantize(Decimal("0.00000001"), rounding=ROUND_HALF_UP)
+        total_amount = (subtotal_amount + tax_amount).quantize(Decimal("0.00000001"), rounding=ROUND_HALF_UP)
+
+        invoice["client_id"] = int(client_id) if client_id else invoice["client_id"]
+        invoice["service_id"] = int(service_id) if service_id else invoice["service_id"]
+        invoice["currency_code"] = currency_code or invoice["currency_code"]
+        invoice["subtotal_amount"] = subtotal_amount
+        invoice["tax_amount"] = tax_amount
+        invoice["total_amount"] = total_amount
+        invoice["due_at"] = due_at or invoice["due_at"]
+        invoice["status"] = status or invoice["status"]
+        invoice["notes"] = notes
+
+        if errors:
+            rendered = _render(errors, line_items=line_items)
+            conn.close()
+            return rendered
 
         update_cursor = conn.cursor()
         update_cursor.execute("""
@@ -4588,8 +4696,9 @@ def edit_invoice(invoice_id):
             SET client_id = %s,
                 service_id = %s,
                 currency_code = %s,
-                total_amount = %s,
                 subtotal_amount = %s,
+                tax_amount = %s,
+                total_amount = %s,
                 due_at = %s,
                 status = %s,
                 notes = %s
@@ -4598,8 +4707,9 @@ def edit_invoice(invoice_id):
             client_id,
             service_id,
             currency_code,
-            total_amount,
-            total_amount,
+            str(subtotal_amount),
+            str(tax_amount),
+            str(total_amount),
             due_at,
             status,
             notes or None,
@@ -4607,46 +4717,40 @@ def edit_invoice(invoice_id):
         ))
 
         update_cursor.execute("DELETE FROM invoice_items WHERE invoice_id = %s", (invoice_id,))
-        update_cursor.execute("""
-            INSERT INTO invoice_items
-            (
+
+        for item in line_items:
+            update_cursor.execute("""
+                INSERT INTO invoice_items
+                (
+                    invoice_id,
+                    line_number,
+                    item_type,
+                    description,
+                    quantity,
+                    unit_amount,
+                    line_total,
+                    currency_code,
+                    service_id
+                )
+                VALUES (%s, %s, 'service', %s, %s, %s, %s, %s, %s)
+            """, (
                 invoice_id,
-                line_number,
-                item_type,
-                description,
-                quantity,
-                unit_amount,
-                line_total,
+                item["line_number"],
+                item["description"],
+                item["quantity"],
+                item["unit_amount"],
+                item["line_total"],
                 currency_code,
-                service_id
-            )
-            VALUES (%s, 1, 'service', %s, 1.0000, %s, %s, %s, %s)
-        """, (
-            invoice_id,
-            line_description,
-            total_amount,
-            total_amount,
-            currency_code,
-            service_id
-        ))
+                service_id,
+            ))
 
         conn.commit()
         conn.close()
-        return redirect("/invoices")
-
-    clients = []
-    services = []
-
-    if not locked:
-        cursor.execute("SELECT id, client_code, company_name FROM clients ORDER BY company_name")
-        clients = cursor.fetchall()
-
-        cursor.execute("SELECT id, service_code, service_name FROM services ORDER BY service_name")
-        services = cursor.fetchall()
+        return redirect(f"/invoices/view/{invoice_id}")
 
+    rendered = _render([])
     conn.close()
-    return render_template("invoices/edit.html", invoice=invoice, clients=clients, services=services, errors=[], locked=locked)
-
+    return rendered
 
 
 @app.route("/payments/export.csv")

templates/invoices/edit.html

@@ -3,6 +3,7 @@
 <head>
 <title>Edit Invoice</title>
 <style>
+body { font-family: Arial, sans-serif; margin: 30px; }
 .status-badge {
     display: inline-block;
     padding: 3px 8px;
@@ -22,12 +23,14 @@
 .info-box {
     border: 1px solid #2563eb;
     background: #eff6ff;
+    color: #10203f;
     padding: 10px;
     margin-bottom: 15px;
 }
 .warn-box {
     border: 1px solid #aa6600;
     background: #fff4dd;
+    color: #3b2400;
     padding: 10px;
     margin-bottom: 15px;
 }
@@ -36,8 +39,18 @@
     padding: 10px;
     margin-bottom: 15px;
 }
+.invoice-lines { width: 100%; border-collapse: collapse; margin: 15px 0; }
+.invoice-lines th, .invoice-lines td { border: 1px solid #ccc; padding: 8px; vertical-align: top; }
+.invoice-lines th { background: #f3f4f6; color: #111827; text-align: left; }
+.invoice-lines textarea { width: 100%; min-height: 70px; }
+.invoice-lines input[type="number"] { width: 120px; }
+.invoice-lines input, .invoice-lines textarea, select { background: #ffffff; color: #111827; }
+.summary-box { border:1px solid #ccc; padding:10px; max-width:460px; margin:15px 0; }
+.summary-box table { width: 100%; }
+.summary-box th { text-align:left; padding-right:20px; }
+.remove-line { color: #991b1b; }
 </style>
-    <link rel="icon" type="image/png" href="/static/favicon.png">
+<link rel="icon" type="image/png" href="/static/favicon.png">
 </head>
 
 <body>
@@ -46,6 +59,7 @@
 
 <p><a href="/">Home</a></p>
 <p><a href="/invoices">Back to Invoices</a></p>
+<p><a href="/invoices/view/{{ invoice.id }}">View Invoice</a></p>
 
 {% if errors %}
 <div class="error-box">
@@ -61,14 +75,12 @@
 {% if locked %}
 <div class="warn-box">
     <strong>This invoice is locked for core edits because payments exist.</strong><br>
-    Core accounting fields cannot be changed after payment activity begins.
+    Core accounting fields and line items cannot be changed after payment activity begins. Due date and notes can still be updated.
 </div>
 {% else %}
 <div class="info-box">
-    <span style="color:#10203f !important;">
-        <strong>Manual status choices are limited to:</strong> draft, pending, or cancelled.<br>
-        Partial, paid, and overdue are system-managed from payment activity and due dates.
-    </span>
+    <strong>Manual status choices are limited to:</strong> draft, pending, or cancelled.<br>
+    Partial, paid, and overdue are system-managed from payment activity and due dates.
 </div>
 {% endif %}
 
@@ -104,7 +116,7 @@ Service *<br>
 
 <p>
 Currency *<br>
-<select name="currency_code" required>
+<select name="currency_code" id="currency_code" required>
     <option value="CAD" {% if invoice.currency_code == 'CAD' %}selected{% endif %}>CAD</option>
     <option value="ETHO" {% if invoice.currency_code == 'ETHO' %}selected{% endif %}>ETHO</option>
     <option value="EGAZ" {% if invoice.currency_code == 'EGAZ' %}selected{% endif %}>EGAZ</option>
@@ -112,10 +124,55 @@ Currency *<br>
 </select>
 </p>
 
-<p>
-Total Amount *<br>
-<input type="number" step="0.00000001" min="0" name="total_amount" value="{{ invoice.total_amount }}" required>
-</p>
+<h2>Invoice Lines</h2>
+<table class="invoice-lines">
+    <thead>
+        <tr>
+            <th style="width:50%;">Description *</th>
+            <th>Qty *</th>
+            <th>Unit Cost *</th>
+            <th>Line Total</th>
+            <th></th>
+        </tr>
+    </thead>
+    <tbody id="invoice-lines-body">
+        {% set line_items = invoice_items or [{'description':'', 'quantity':'1', 'unit_amount':'', 'line_total':'0'}] %}
+        {% for item in line_items %}
+        <tr class="invoice-line">
+            <td><textarea name="item_description[]" required>{{ item.description }}</textarea></td>
+            <td><input type="number" step="0.0001" min="0.0001" name="item_quantity[]" class="line-qty" value="{{ item.quantity or '1' }}" required></td>
+            <td><input type="number" step="0.00000001" min="0" name="item_unit_amount[]" class="line-unit" value="{{ item.unit_amount or '' }}" required></td>
+            <td class="line-total">0.00 CAD</td>
+            <td><button type="button" class="remove-line">Remove</button></td>
+        </tr>
+        {% endfor %}
+    </tbody>
+</table>
+
+<p><button type="button" id="add-line">+ Add Line</button></p>
+
+<div class="summary-box">
+    <strong>Invoice Summary</strong><br><br>
+    <table>
+        <tr><th>Subtotal</th><td id="summary_subtotal">0.00 CAD</td></tr>
+        <tr>
+            <th>Tax / HST</th>
+            <td>
+                <input
+                    type="number"
+                    step="0.00000001"
+                    min="0"
+                    name="tax_amount"
+                    id="tax_amount"
+                    value="{{ invoice.tax_amount or '0' }}"
+                    required
+                >
+                <button type="button" id="calc-hst">Set 13% HST</button>
+            </td>
+        </tr>
+        <tr><th>Total Amount</th><td><strong id="summary_total">0.00 CAD</strong></td></tr>
+    </table>
+</div>
 {% else %}
 <p>Client ID<br><input value="{{ invoice.client_id }}" readonly></p>
 <p>Service ID<br><input value="{{ invoice.service_id }}" readonly></p>
@@ -146,7 +203,7 @@ Status *<br>
 
 <p>
 Notes<br>
-<textarea name="notes" rows="5" cols="60">{{ invoice.notes or '' }}</textarea>
+<textarea name="notes" rows="7" cols="80">{{ invoice.notes or '' }}</textarea>
 </p>
 
 <p>
@@ -155,6 +212,97 @@ Notes<br>
 
 </form>
 
+{% if not locked %}
+<script>
+(function () {
+    const body = document.getElementById("invoice-lines-body");
+    const addBtn = document.getElementById("add-line");
+    const currencySelect = document.getElementById("currency_code");
+    const subtotalEl = document.getElementById("summary_subtotal");
+    const taxInput = document.getElementById("tax_amount");
+    const totalEl = document.getElementById("summary_total");
+    const hstBtn = document.getElementById("calc-hst");
+
+    function decimals() {
+        return (currencySelect.value || "CAD") === "CAD" ? 2 : 8;
+    }
+
+    function money(value) {
+        const n = Number(value || 0);
+        return n.toFixed(decimals()) + " " + (currencySelect.value || "CAD");
+    }
+
+    function subtotalValue() {
+        let subtotal = 0;
+        body.querySelectorAll(".invoice-line").forEach(function (row) {
+            const qty = Number(row.querySelector(".line-qty").value || 0);
+            const unit = Number(row.querySelector(".line-unit").value || 0);
+            subtotal += qty * unit;
+        });
+        return subtotal;
+    }
+
+    function bindRow(row) {
+        row.querySelectorAll("input, textarea").forEach(function (el) {
+            el.addEventListener("input", updateSummary);
+            el.addEventListener("change", updateSummary);
+        });
+
+        row.querySelector(".remove-line").addEventListener("click", function () {
+            if (body.querySelectorAll(".invoice-line").length > 1) {
+                row.remove();
+                updateSummary();
+            }
+        });
+    }
+
+    function updateSummary() {
+        let subtotal = 0;
+
+        body.querySelectorAll(".invoice-line").forEach(function (row) {
+            const qty = Number(row.querySelector(".line-qty").value || 0);
+            const unit = Number(row.querySelector(".line-unit").value || 0);
+            const lineTotal = qty * unit;
+            subtotal += lineTotal;
+            row.querySelector(".line-total").textContent = money(lineTotal);
+        });
+
+        const tax = Number(taxInput.value || 0);
+        subtotalEl.textContent = money(subtotal);
+        totalEl.textContent = money(subtotal + tax);
+    }
+
+    addBtn.addEventListener("click", function () {
+        const first = body.querySelector(".invoice-line");
+        const clone = first.cloneNode(true);
+
+        clone.querySelectorAll("textarea").forEach(el => el.value = "");
+        clone.querySelectorAll("input").forEach(function (el) {
+            if (el.classList.contains("line-qty")) el.value = "1";
+            else if (el.classList.contains("line-unit")) el.value = "";
+        });
+
+        clone.querySelector(".line-total").textContent = money(0);
+        body.appendChild(clone);
+        bindRow(clone);
+        updateSummary();
+    });
+
+    hstBtn.addEventListener("click", function () {
+        const tax = subtotalValue() * 0.13;
+        taxInput.value = tax.toFixed(8);
+        updateSummary();
+    });
+
+    body.querySelectorAll(".invoice-line").forEach(bindRow);
+    currencySelect.addEventListener("change", updateSummary);
+    taxInput.addEventListener("input", updateSummary);
+    taxInput.addEventListener("change", updateSummary);
+    updateSummary();
+})();
+</script>
+{% endif %}
+
 {% include "footer.html" %}
 </body>
 </html>