Accounting: selectable-source / multi-line manual deposits

Deposits no longer force the credit side through Undeposited Funds — the
structural cause of negative Undeposited balances. A deposit can now credit any
account(s): interest income, a refund, an insurance reimbursement, cash straight
to the bank, etc.

- Schema: add accounting.deposit_lines (deposit_id, company_id, account_id,
  amount, memo) for the credit side, plus deposits.source_account_id as a
  single-source fallback. RLS mirrors deposits (staff + company member).
- post_deposit_gl: Dr bank for the total; Cr each deposit_lines row's account
  for its amount; no lines -> Cr source_account_id; neither -> Cr Undeposited
  Funds (backward compatible — existing deposits stay Dr Bank / Cr Undeposited).
  Remainder safety net keeps the entry balanced. New trg_acct_deposit_line_gl
  re-posts when lines change (header trigger fires before lines exist).
- Make Deposit page: GL-driven submit writes the deposit header + deposit_lines
  and marks selected payments deposited. Adds an "Other deposit lines" grid
  (account + amount + memo) alongside the existing Undeposited selection, with a
  running grand total and a soft guard against over-crediting Undeposited.
  Drops the old bank/Undeposited register-transaction inserts and manual balance
  pokes (never exercised in production; carried a money-in sign bug). Deposits
  are GL-only, consistent with the sync-created deposits already in the DB.

Verified Dr/Cr for single-source and multi-line scenarios against the live GL.

Co-Authored-By: Claude Opus 4.8 <noreply@anthropic.com>

src/pages/accounting/AccountingDepositsPage.tsx

@@ -11,10 +11,13 @@ import { Table, TableBody, TableCell, TableHead, TableHeader, TableRow } from "@
 import { Textarea } from "@/components/ui/textarea";
 import { toast } from "sonner";
 import { money, fmtDate } from "./lib/format";
-import { Landmark, Loader2 } from "lucide-react";
+import { Landmark, Loader2, Plus, Trash2 } from "lucide-react";
 import { EmptyState } from "./components/EmptyState";
 import { ensureUndepositedFunds } from "./lib/undeposited";
 
+type ManualLine = { account_id: string; amount: string; memo: string };
+const EMPTY_LINE: ManualLine = { account_id: "", amount: "", memo: "" };
+
 export default function AccountingDepositsPage() {
   const { companyId, loading: companyLoading, error: companyError, associationId } = useCompanyId();
   const cid = companyId ?? "";
@@ -26,6 +29,7 @@ export default function AccountingDepositsPage() {
   const [depositDate, setDepositDate] = useState(new Date().toLocaleDateString("en-CA", { timeZone: "America/New_York" }));
   const [memo, setMemo] = useState("");
   const [selected, setSelected] = useState<Set<string>>(new Set());
+  const [lines, setLines] = useState<ManualLine[]>([]);
   const [saving, setSaving] = useState(false);
 
   useEffect(() => {
@@ -40,6 +44,15 @@ export default function AccountingDepositsPage() {
       (await accounting.from("accounts").select("id,name,code,balance").eq("company_id", cid).eq("is_bank", true).order("code")).data ?? [],
   });
 
+  // All accounts — for the source-account picker on deposit lines (income, A/R,
+  // reserve, clearing, etc.), so a deposit isn't forced through Undeposited Funds.
+  const { data: allAccounts = [] } = useQuery({
+    queryKey: ["all-accounts", cid],
+    enabled: !!cid,
+    queryFn: async () =>
+      (await accounting.from("accounts").select("id,name,code,type,balance").eq("company_id", cid).order("type").order("code")).data ?? [],
+  });
+
   // Two sources of "awaiting deposit": transactions parked on the Undeposited
   // Funds account (banking flow) and payments_received not yet deposited (incl.
   // payments synced from the main app's owner ledger). Both are unified below.
@@ -90,89 +103,100 @@ export default function AccountingDepositsPage() {
     return rows.sort((a, b) => b.date.localeCompare(a.date));
   }, [pendingTx, pendingPmt]);
 
-  const selectedTotal = useMemo(
+  const undepositedTotal = useMemo(
     () => pending.filter((r) => selected.has(r.key)).reduce((s, r) => s + r.amount, 0),
     [pending, selected]
   );
+  const manualTotal = useMemo(
+    () => lines.reduce((s, l) => s + (Number(l.amount) || 0), 0),
+    [lines]
+  );
+  const grandTotal = undepositedTotal + manualTotal;
 
   const toggleAll = () => {
     if (selected.size === pending.length) setSelected(new Set());
     else setSelected(new Set(pending.map((r) => r.key)));
   };
 
+  const addLine = () => setLines((ls) => [...ls, { ...EMPTY_LINE }]);
+  const updateLine = (i: number, patch: Partial<ManualLine>) =>
+    setLines((ls) => ls.map((l, idx) => (idx === i ? { ...l, ...patch } : l)));
+  const removeLine = (i: number) => setLines((ls) => ls.filter((_, idx) => idx !== i));
+
   const submitDeposit = async () => {
     if (!bankAccountId) return toast.error("Choose a bank account");
-    if (selected.size === 0) return toast.error("Select at least one payment");
+    if (grandTotal <= 0) return toast.error("Add at least one payment or deposit line");
+
+    // Validate manual lines: each must have an account and a positive amount.
+    const cleanLines = lines.filter((l) => l.account_id || Number(l.amount));
+    for (const l of cleanLines) {
+      if (!l.account_id) return toast.error("Every deposit line needs a source account");
+      if (!(Number(l.amount) > 0)) return toast.error("Every deposit line needs a positive amount");
+    }
+
+    // Optional guard: warn (non-blocking) if crediting Undeposited Funds would exceed
+    // what is currently held there — i.e. depositing more than is sitting in it.
+    const manualToUndeposited = cleanLines
+      .filter((l) => l.account_id === undepositedId)
+      .reduce((s, l) => s + Number(l.amount), 0);
+    const toUndeposited = undepositedTotal + manualToUndeposited;
+    if (toUndeposited > 0 && undepositedId) {
+      const held = Number((allAccounts as any[]).find((a) => a.id === undepositedId)?.balance ?? 0);
+      if (toUndeposited > held + 0.005) {
+        toast.warning(`Crediting ${money(toUndeposited, cur)} to Undeposited Funds, which holds ${money(held, cur)}.`);
+      }
+    }
+
     setSaving(true);
     try {
-      const bank = (bankAccounts as any[]).find((a) => a.id === bankAccountId);
       const chosen = pending.filter((r) => selected.has(r.key));
       const txIds = chosen.filter((r) => r.kind === "tx").map((r) => r.id);
       const pmtIds = chosen.filter((r) => r.kind === "pmt").map((r) => r.id);
-      const txTotal = chosen.filter((r) => r.kind === "tx").reduce((s, r) => s + r.amount, 0);
-      const count = chosen.length;
 
-      // 1) Create deposit record
+      // 1) Deposit header — amount is the sum of all credit lines.
       const { data: dep, error: depErr } = await accounting
         .from("deposits")
-        .insert({ company_id: cid, bank_account_id: bankAccountId, date: depositDate, amount: selectedTotal, memo: memo || null })
+        .insert({ company_id: cid, bank_account_id: bankAccountId, date: depositDate, amount: grandTotal, memo: memo || null })
         .select()
         .single();
       if (depErr || !dep) throw new Error(depErr?.message ?? "Failed to create deposit");
-      const ref = `DEP-${dep.id.slice(0, 8).toUpperCase()}`;
 
-      // 2) Single debit on bank account for the full deposit
+      // 2) Deposit lines (credit side). The selected payments collapse into one
-      await accounting.from("transactions").insert({
+      //    Undeposited Funds line; manual lines book to their chosen accounts.
-        company_id: cid,
+      //    accounting.post_deposit_gl posts Dr Bank (total) / Cr each line.
-        account_id: bankAccountId,
+      const lineRows: any[] = [];
-        date: depositDate,
+      if (undepositedTotal > 0 && undepositedId) {
-        type: "debit",
+        lineRows.push({
-        amount: selectedTotal,
+          deposit_id: dep.id, company_id: cid, account_id: undepositedId,
-        description: `Deposit · ${count} payment${count > 1 ? "s" : ""}${memo ? " · " + memo : ""}`,
+          amount: undepositedTotal, memo: `Cleared ${chosen.length} payment${chosen.length !== 1 ? "s" : ""}`,
-        category: "Deposit",
-        reference: ref,
-        deposit_id: dep.id,
-      });
-
-      // 3) Offsetting credit on Undeposited Funds — only for the portion actually
-      //    held there as transactions (payments_received aren't posted to it).
-      if (txTotal > 0) {
-        await accounting.from("transactions").insert({
-          company_id: cid,
-          account_id: undepositedId,
-          date: depositDate,
-          type: "credit",
-          amount: txTotal,
-          description: `Deposit cleared · ${txIds.length} payment${txIds.length > 1 ? "s" : ""}`,
-          category: "Deposit",
-          reference: ref,
-          deposit_id: dep.id,
         });
-        await accounting.from("transactions").update({ deposit_id: dep.id }).in("id", txIds);
+      }
-        const { data: und } = await accounting.from("accounts").select("balance").eq("id", undepositedId).single();
+      for (const l of cleanLines) {
-        if (und) {
+        lineRows.push({ deposit_id: dep.id, company_id: cid, account_id: l.account_id, amount: Number(l.amount), memo: l.memo || null });
-          await accounting.from("accounts").update({ balance: Number(und.balance) - txTotal }).eq("id", undepositedId);
+      }
-        }
+      if (lineRows.length) {
+        const { error: lineErr } = await accounting.from("deposit_lines").insert(lineRows);
+        if (lineErr) throw new Error(lineErr.message);
       }
 
-      // 4) Mark selected payments_received as deposited so they leave the queue
+      // 3) Clear the deposited items from the awaiting-deposit queue.
+      if (txIds.length) {
+        await accounting.from("transactions").update({ deposit_id: dep.id }).in("id", txIds);
+      }
       if (pmtIds.length) {
         await accounting.from("payments_received")
           .update({ deposited: true, deposit_id: dep.id, bank_account_id: bankAccountId })
           .in("id", pmtIds);
       }
 
-      // 5) Bank balance reflects the full deposit
+      toast.success(`Deposit of ${money(grandTotal, cur)} recorded`);
-      if (bank) {
-        await accounting.from("accounts").update({ balance: Number(bank.balance) + selectedTotal }).eq("id", bank.id);
-      }
-
-      toast.success(`Deposit of ${money(selectedTotal, cur)} recorded`);
       setSelected(new Set());
+      setLines([]);
       setMemo("");
       qc.invalidateQueries({ queryKey: ["undeposited-tx", cid] });
       qc.invalidateQueries({ queryKey: ["undeposited-pmt", cid] });
       qc.invalidateQueries({ queryKey: ["bank-accounts", cid] });
+      qc.invalidateQueries({ queryKey: ["all-accounts", cid] });
       qc.invalidateQueries({ queryKey: ["accounts", cid] });
       qc.invalidateQueries({ queryKey: ["transactions", cid] });
     } catch (e: any) {
@@ -191,7 +215,8 @@ export default function AccountingDepositsPage() {
       <div>
         <h1 className="text-2xl font-semibold">Make Deposit</h1>
         <p className="text-sm text-muted-foreground">
-          Select customer payments held in Undeposited Funds and deposit them as a single bank transaction.
+          Deposit customer payments held in Undeposited Funds, or record a deposit straight to an
+          income, A/R, or other account by adding deposit lines.
         </p>
       </div>
 
@@ -226,7 +251,7 @@ export default function AccountingDepositsPage() {
         <CardHeader className="flex flex-row items-center justify-between">
           <CardTitle className="text-base">Payments awaiting deposit</CardTitle>
           <div className="text-sm">
-            Selected: <b>{money(selectedTotal, cur)}</b> ({selected.size} of {pending.length})
+            Selected: <b>{money(undepositedTotal, cur)}</b> ({selected.size} of {pending.length})
           </div>
         </CardHeader>
         <CardContent>
@@ -276,9 +301,63 @@ export default function AccountingDepositsPage() {
         </CardContent>
       </Card>
 
-      <div className="flex justify-end">
+      <Card>
-        <Button onClick={submitDeposit} disabled={saving || selected.size === 0 || !bankAccountId}>
+        <CardHeader className="flex flex-row items-center justify-between">
-          {saving ? "Recording…" : `Deposit ${money(selectedTotal, cur)}`}
+          <div>
+            <CardTitle className="text-base">Other deposit lines</CardTitle>
+            <p className="text-xs text-muted-foreground mt-1">
+              Book a deposit directly to an account — interest income, a refund, a reimbursement, etc.
+            </p>
+          </div>
+          <Button size="sm" variant="outline" onClick={addLine}><Plus className="h-4 w-4 mr-1" />Add line</Button>
+        </CardHeader>
+        <CardContent>
+          {lines.length === 0 ? (
+            <p className="text-sm text-muted-foreground">No additional lines. Add one to deposit to a specific account.</p>
+          ) : (
+            <div className="space-y-2">
+              {lines.map((l, i) => (
+                <div key={i} className="grid gap-2 md:grid-cols-12 items-center">
+                  <div className="md:col-span-5">
+                    <Select value={l.account_id} onValueChange={(v) => updateLine(i, { account_id: v })}>
+                      <SelectTrigger><SelectValue placeholder="Source account" /></SelectTrigger>
+                      <SelectContent>
+                        {(allAccounts as any[]).map((a) => (
+                          <SelectItem key={a.id} value={a.id}>
+                            {a.code ? `${a.code} · ` : ""}{a.name}<span className="text-muted-foreground"> · {a.type}</span>
+                          </SelectItem>
+                        ))}
+                      </SelectContent>
+                    </Select>
+                  </div>
+                  <div className="md:col-span-4">
+                    <Input value={l.memo} placeholder="Memo (optional)" onChange={(e) => updateLine(i, { memo: e.target.value })} />
+                  </div>
+                  <div className="md:col-span-2">
+                    <Input
+                      type="number" inputMode="decimal" step="0.01" placeholder="0.00"
+                      className="text-right tabular-nums"
+                      value={l.amount} onChange={(e) => updateLine(i, { amount: e.target.value })}
+                    />
+                  </div>
+                  <div className="md:col-span-1 flex justify-end">
+                    <Button size="icon" variant="ghost" onClick={() => removeLine(i)} aria-label="Remove line">
+                      <Trash2 className="h-4 w-4" />
+                    </Button>
+                  </div>
+                </div>
+              ))}
+            </div>
+          )}
+        </CardContent>
+      </Card>
+
+      <div className="flex items-center justify-end gap-4">
+        <div className="text-sm text-muted-foreground">
+          {money(undepositedTotal, cur)} from Undeposited + {money(manualTotal, cur)} direct
+        </div>
+        <Button onClick={submitDeposit} disabled={saving || grandTotal <= 0 || !bankAccountId}>
+          {saving ? "Recording…" : `Deposit ${money(grandTotal, cur)}`}
         </Button>
       </div>
     </div>

supabase/migrations/20260604130000_deposit_lines_selectable_source.sql

@@ -0,0 +1,53 @@
+-- Manual Deposits: let a deposit's source (credit) account be selectable instead of
+-- always Undeposited Funds, and support multi-line deposits. This removes the forced
+-- routing through Undeposited Funds (the structural cause of negative Undeposited
+-- balances) and lets a deposit book interest income, refunds, reimbursements, etc.
+
+-- Single-source fallback: a deposit with no lines credits this account (default
+-- Undeposited Funds when null), keeping the existing "deposit received payments" flow.
+alter table accounting.deposits
+  add column if not exists source_account_id uuid references accounting.accounts(id);
+
+-- Multi-line credits: one deposit = Dr Bank (total) and a set of credit lines, each
+-- with its own account and amount. The deposit's amount equals the sum of its lines.
+create table if not exists accounting.deposit_lines (
+  id uuid primary key default gen_random_uuid(),
+  deposit_id uuid not null references accounting.deposits(id) on delete cascade,
+  company_id uuid not null references accounting.companies(id) on delete cascade,
+  account_id uuid not null references accounting.accounts(id),
+  amount numeric not null default 0,
+  memo text,
+  created_at timestamptz not null default now()
+);
+create index if not exists idx_deposit_lines_deposit on accounting.deposit_lines(deposit_id);
+
+alter table accounting.deposit_lines enable row level security;
+
+drop policy if exists "Accounting staff full access" on accounting.deposit_lines;
+create policy "Accounting staff full access" on accounting.deposit_lines
+  for all to authenticated
+  using (accounting.is_accounting_staff()) with check (accounting.is_accounting_staff());
+
+drop policy if exists "Members CRUD deposit_lines" on accounting.deposit_lines;
+create policy "Members CRUD deposit_lines" on accounting.deposit_lines
+  for all to authenticated
+  using (accounting.is_company_member(company_id, auth.uid()))
+  with check (accounting.is_company_member(company_id, auth.uid()));
+
+grant select, insert, update, delete on accounting.deposit_lines to authenticated, service_role;
+
+-- The deposit header trigger posts GL on insert (before any lines exist), so re-post
+-- whenever the lines change too. post_deposit_gl clears + reposts, so this is idempotent.
+create or replace function accounting.tg_deposit_line_gl()
+  returns trigger language plpgsql security definer set search_path to 'public', 'accounting' as $$
+begin
+  begin
+    perform accounting.post_deposit_gl(coalesce(new.deposit_id, old.deposit_id));
+  exception when others then raise warning 'accounting: deposit line GL post failed: %', sqlerrm; end;
+  return coalesce(new, old);
+end$$;
+
+drop trigger if exists trg_acct_deposit_line_gl on accounting.deposit_lines;
+create trigger trg_acct_deposit_line_gl
+  after insert or update or delete on accounting.deposit_lines
+  for each row execute function accounting.tg_deposit_line_gl();

supabase/migrations/20260604130500_post_deposit_gl_multi_source.sql

@@ -0,0 +1,50 @@
+-- post_deposit_gl: credit the chosen source account(s) instead of always Undeposited.
+-- Debit the bank for the deposit total; credit each deposit_lines row's account for its
+-- amount; if there are no lines, credit source_account_id; if neither is set, fall back
+-- to Undeposited Funds (backward compatible with every existing deposit). The GL
+-- contract (one journal entry per deposit, cleared by external ref acmacc_dep) is
+-- otherwise unchanged.
+create or replace function accounting.post_deposit_gl(_deposit_id uuid)
+  returns void language plpgsql security definer set search_path to 'public', 'accounting' as $function$
+declare
+  d accounting.deposits%rowtype;
+  _je uuid;
+  _line_count int;
+  _line_sum numeric;
+  _remainder numeric;
+begin
+  select * into d from accounting.deposits where id = _deposit_id;
+  if not found then return; end if;
+  perform accounting._gl_clear(d.company_id, 'acmacc_dep', d.id::text);
+  if not accounting.gl_managed(d.company_id) then return; end if;
+  if coalesce(d.amount, 0) = 0 or d.bank_account_id is null then return; end if;
+
+  insert into accounting.journal_entries (company_id, date, description, reference, external_source, external_id)
+  values (d.company_id, d.date, coalesce(nullif(d.memo, ''), 'Deposit'), null, 'acmacc_dep', d.id::text)
+  returning id into _je;
+
+  -- Debit the bank for the full deposit total.
+  insert into accounting.journal_entry_lines (journal_entry_id, account_id, debit, credit, description)
+  values (_je, d.bank_account_id, d.amount, 0, 'Deposit');
+
+  select count(*), coalesce(sum(amount), 0) into _line_count, _line_sum
+  from accounting.deposit_lines where deposit_id = d.id;
+
+  if _line_count > 0 then
+    -- Credit each line's account for its amount.
+    insert into accounting.journal_entry_lines (journal_entry_id, account_id, debit, credit, description)
+    select _je, dl.account_id, 0, dl.amount, coalesce(nullif(dl.memo, ''), 'Deposit')
+    from accounting.deposit_lines dl where dl.deposit_id = d.id;
+    -- Safety net: if the lines don't cover the total, balance the remainder to
+    -- Undeposited Funds so the entry never posts unbalanced (UI keeps them equal).
+    _remainder := d.amount - _line_sum;
+    if _remainder > 0.005 then
+      insert into accounting.journal_entry_lines (journal_entry_id, account_id, debit, credit, description)
+      values (_je, accounting.coa_undeposited(d.company_id), 0, _remainder, 'Deposit');
+    end if;
+  else
+    -- No lines: single-source deposit. Credit source_account_id, else Undeposited Funds.
+    insert into accounting.journal_entry_lines (journal_entry_id, account_id, debit, credit, description)
+    values (_je, coalesce(d.source_account_id, accounting.coa_undeposited(d.company_id)), 0, d.amount, 'Deposit');
+  end if;
+end$function$;