Merge pull request #14 from renee-png/bs-include-archived-accounts-with-balance

Reports: keep archived accounts with a balance on the financial statements

src/pages/accounting/AccountingReportsPage.tsx

@@ -101,17 +101,20 @@ function shiftBack(from: string, to: string) {
 // falls past row 1000 silently read as $0). Order by a stable key (id) so the
 // pages don't overlap or skip rows.
 const GL_PAGE = 1000;
-async function fetchAllGLLines(cid: string, to: string, select: string, from?: string): Promise<any[]> {
+async function fetchAllGLLines(cid: string, to: string, select: string, from?: string, includeArchived = false): Promise<any[]> {
   const out: any[] = [];
   for (let offset = 0; ; offset += GL_PAGE) {
     let q = accounting
       .from("journal_entry_lines")
       .select(select)
       .eq("journal_entries.company_id", cid)
-      // Archived accounts stay off the financial statements (their history
-      // remains visible in the General Ledger report, which queries directly).
-      .eq("accounts.is_archived", false)
       .lte("journal_entries.date", to);
+    // Archived accounts are normally kept off the financial statements, BUT an
+    // archived account that still holds a balance MUST stay on them — otherwise
+    // its balance is silently dropped and the Balance Sheet goes out of balance
+    // by exactly that amount. Including archived accounts here is safe: this
+    // queries journal lines, so archived accounts with no activity never appear.
+    if (!includeArchived) q = q.eq("accounts.is_archived", false);
     if (from) q = q.gte("journal_entries.date", from);
     const { data, error } = await q.order("id", { ascending: true }).range(offset, offset + GL_PAGE - 1);
     if (error) throw error;
@@ -140,9 +143,9 @@ export async function fetchReportData(cid: string, from: string, to: string) {
         // All bills (not date-filtered) for AP aging
         accounting.from("bills").select("id,vendor_id,total,paid_amount,status,due_date,issue_date,vendors(id,name)").eq("company_id", cid),
         // General-ledger lines in period — P&L is built from these, grouped by account
-        fetchAllGLLines(cid, to, "id,debit,credit,accounts!inner(id,name,code,type,parent_account_id),journal_entries!inner(company_id,date)", from),
+        fetchAllGLLines(cid, to, "id,debit,credit,accounts!inner(id,name,code,type,parent_account_id),journal_entries!inner(company_id,date)", from, true),
         // Cumulative GL through `to` — Balance Sheet is built from these (as-of balances)
-        fetchAllGLLines(cid, to, "id,debit,credit,account_id,accounts!inner(type),journal_entries!inner(company_id,date)"),
+        fetchAllGLLines(cid, to, "id,debit,credit,account_id,accounts!inner(id,name,code,type),journal_entries!inner(company_id,date)", undefined, true),
         // All invoices (not date-filtered) — Accounts Receivable = unpaid invoices
         accounting.from("invoices").select("total,paid_amount,status").eq("company_id", cid),
         // Whether the platform manages this company's GL (A/R-A/P sub-ledgers tie to the GL).
@@ -1629,10 +1632,25 @@ function buildBalanceSheet(d: any, p?: any, useCompare?: boolean): StructuredRep
   const accounts = (d.accounts ?? []) as any[];
   const cur = bsBalances(d);
   const prev = useCompare && p ? bsBalances(p) : undefined;
+  // Surface accounts missing from the active COA list (i.e. archived) that still
+  // carry a balance, so their balance lands on the statement instead of being
+  // dropped (which would unbalance the Balance Sheet). Archived income/expense
+  // accounts already flow into Net Income via bsBalances; asset/liability/equity
+  // ones must appear as line items here. Zero-balance accounts are not added.
+  const knownIds = new Set(accounts.map((a) => a.id));
+  const extraAccounts: any[] = [];
+  const seenExtra = new Set<string>();
+  for (const l of (d.glCumulative ?? []) as any[]) {
+    const id = l.account_id; const meta = l.accounts;
+    if (!meta || !id || knownIds.has(id) || seenExtra.has(id)) continue;
+    seenExtra.add(id);
+    if (Math.abs(cur.glByAcct.get(id) ?? 0) > 0.005) extraAccounts.push({ id, name: meta.name, code: meta.code, type: meta.type });
+  }
+  const allAccounts = extraAccounts.length ? [...accounts, ...extraAccounts] : accounts;
   const balOf = (a: any) => (cur.glByAcct.get(a.id) ?? 0);
   const balOfP = (a: any) => (prev ? (prev.glByAcct.get(a.id) ?? 0) : undefined);
   const cmp = (v: number | undefined) => (prev ? v : undefined);
-  const byType = (t: string) => accounts.filter((a) => a.type === t);
+  const byType = (t: string) => allAccounts.filter((a) => a.type === t);
   const sumBal = (rows: any[]) => rows.reduce((s, a) => s + balOf(a), 0);
   const sumBalP = (rows: any[]) => (prev ? rows.reduce((s, a) => s + (prev.glByAcct.get(a.id) ?? 0), 0) : undefined);
 

supabase/functions/buildium-gl-sync/index.ts

@@ -526,6 +526,17 @@ Deno.serve(async (req) => {
         } else if (unmappedGl.size > 0) {
           companyResult.watermark_held = true;
         }
+
+        // Import-mode: surface no-bill vendor payments (Buildium direct checks that
+        // hit an expense account with no A/P leg) as record-only bills. post_bill_gl
+        // no-ops for gl_auto_post=false companies, so this never touches the GL.
+        if (!dryRun && company.gl_auto_post === false) {
+          const { data: madeBills, error: billErr } =
+            await supabase.schema("accounting").rpc("autocreate_nobill_vendor_bills", { _company_id: company.id });
+          if (billErr) companyResult.errors.push(`autocreate bills: ${billErr.message}`);
+          else if (madeBills) companyResult.autobills_created = madeBills;
+        }
+
         companyResult.window = { since, until };
       } catch (e: any) {
         companyResult.errors.push(e?.message || String(e));

supabase/migrations/20260616180000_autocreate_nobill_vendor_bills.sql

@@ -0,0 +1,67 @@
+-- Auto-create record-only bills for no-bill vendor payments in IMPORT-MODE companies.
+--
+-- Buildium often records a vendor payment as a direct check (Dr Expense / Cr Bank)
+-- with no Bill behind it. For import-mode companies (gl_auto_post=false) the GL is
+-- the Buildium pull, and post_bill_gl no-ops, so a bill is a RECORD ONLY — creating
+-- one for such a payment surfaces it on the Bills page WITHOUT touching the GL (the
+-- expense is already booked once via the check). This makes A/P / vendor history
+-- complete without any double-count.
+--
+-- A "no-bill vendor payment" = a buildium_gl journal entry that: looks like a check
+-- /payment (description), debits >=1 expense account, credits >=1 asset account (the
+-- bank), and has NO accounts-payable line. Idempotent: skips entries that already
+-- have an acmacc_autobill_nobill bill. Vendor is resolved from the payee (text after
+-- the last "·" in the description) by exact name match; unmatched => bill with no
+-- vendor (still correct on the GL, fixable later). Safe to call after every GL pull.
+
+create or replace function accounting.autocreate_nobill_vendor_bills(_company_id uuid)
+returns integer
+language plpgsql security definer set search_path to 'public','accounting'
+as $function$
+declare _n int := 0; je record; _bill uuid; _vendor uuid; _payee text;
+begin
+  -- Import-mode only: in gl_managed companies bills POST (post_bill_gl) and would
+  -- double-count; those use the direct-expense rule instead.
+  if accounting.gl_managed(_company_id) then return 0; end if;
+
+  for je in
+    select j.id, j.date, j.description,
+      (select sum(l.debit) from accounting.journal_entry_lines l
+         join accounting.accounts a on a.id=l.account_id
+        where l.journal_entry_id=j.id and a.type='expense') as total
+    from accounting.journal_entries j
+    where j.company_id = _company_id
+      and j.external_source = 'buildium_gl'
+      and (j.description ilike 'Check%' or j.description ilike '%payment%')
+      and exists (select 1 from accounting.journal_entry_lines l join accounting.accounts a on a.id=l.account_id
+                  where l.journal_entry_id=j.id and a.type='expense' and l.debit>0)
+      and exists (select 1 from accounting.journal_entry_lines l2 join accounting.accounts a2 on a2.id=l2.account_id
+                  where l2.journal_entry_id=j.id and a2.type='asset' and l2.credit>0)
+      and not exists (select 1 from accounting.journal_entry_lines l3 join accounting.accounts a3 on a3.id=l3.account_id
+                      where l3.journal_entry_id=j.id and a3.type='liability' and a3.name ilike '%payable%')
+      and not exists (select 1 from accounting.bills b
+                      where b.company_id=_company_id and b.external_source='acmacc_autobill_nobill' and b.external_id=j.id::text)
+  loop
+    _payee := nullif(trim(regexp_replace(je.description, '^.*·\s*', '')), '');
+    select id into _vendor from accounting.vendors
+      where company_id=_company_id and _payee is not null and lower(name)=lower(_payee) limit 1;
+
+    insert into accounting.bills
+      (company_id, vendor_id, number, issue_date, due_date, status, subtotal, tax, total, paid_amount,
+       auto_created, external_source, external_id, notes)
+    values
+      (_company_id, _vendor, 'AUTOBILL-'||left(replace(je.id::text,'-',''),8), je.date, je.date, 'paid',
+       coalesce(je.total,0), 0, coalesce(je.total,0), coalesce(je.total,0),
+       true, 'acmacc_autobill_nobill', je.id::text, je.description)
+    returning id into _bill;
+
+    insert into accounting.bill_items (bill_id, description, quantity, rate, amount, account_id)
+    select _bill, a.name, 1, l.debit, l.debit, l.account_id
+    from accounting.journal_entry_lines l join accounting.accounts a on a.id=l.account_id
+    where l.journal_entry_id=je.id and a.type='expense' and l.debit>0;
+
+    _n := _n + 1;
+  end loop;
+
+  return _n;
+end$function$;