Bill Approvals: Buildium two-column form + require vendor on all backend payments

- Bill Approvals Create/Edit dialogs redesigned to the same professional
  two-column Buildium layout used on the accounting Bills page: left
  attachment panel (drag-drop + live image/PDF preview), right grouped form,
  prominent blue total bar, primary-action-first footer
- Accounting backend payments now require a vendor chosen from the dropdown:
  - Expenses: vendor is required; removed the free-text vendor fallback
  - Bills: must pick a 'Pay to' vendor before saving
  - Banking payments already enforced this
  (Reconciliation bank adjustments — interest/service charges — intentionally
   still allow no vendor, as they are not vendor payments)
- Board members remain locked to approving/denying their own assigned rows
  plus commenting and submitting invoices (per request); all bill edits, GL,
  line items, status, and deletes stay read-only for board users

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

src/pages/BillApprovalsPage.tsx

@@ -3,7 +3,7 @@ import { useNavigate } from "react-router-dom";
 import { supabase } from "@/integrations/supabase/client";
 import { useToast } from "@/hooks/use-toast";
 import { useAuth } from "@/contexts/AuthContext";
-import { UserCheck, Plus, Search, Eye, Upload, X, ArrowUpDown, Edit, Trash2, MoreHorizontal, AlertTriangle, Loader2, Bell, Printer, Sparkles, Download } from "lucide-react";
+import { UserCheck, Plus, Search, Eye, Upload, X, ArrowUpDown, Edit, Trash2, MoreHorizontal, AlertTriangle, Loader2, Bell, Printer, Sparkles, Download, FileText, Save } from "lucide-react";
 import { generateCheckPDF, type CheckData } from "@/pages/accounting/lib/checkPdf";
 import { accounting } from "@/lib/accountingClient";
 import { Alert, AlertDescription } from "@/components/ui/alert";
@@ -99,6 +99,68 @@ export default function BillApprovalsPage({ boardAssociationIds }: { boardAssoci
   const [uploadFile, setUploadFile] = useState<File | null>(null);
   const [submitting, setSubmitting] = useState(false);
   const fileRef = useRef<HTMLInputElement>(null);
+  const [filePreview, setFilePreview] = useState<string | null>(null);
+  const [dragOver, setDragOver] = useState(false);
+  useEffect(() => {
+    if (uploadFile && uploadFile.type.startsWith("image/")) {
+      const url = URL.createObjectURL(uploadFile);
+      setFilePreview(url);
+      return () => URL.revokeObjectURL(url);
+    }
+    setFilePreview(null);
+  }, [uploadFile]);
+  const handleFile = (f: File) => setUploadFile(f);
+
+  // Buildium-style left attachment panel, shared by the Create and Edit dialogs.
+  const renderAttachmentPanel = (existingUrl?: string | null) => {
+    const isPdf = (existingUrl || "").toLowerCase().endsWith(".pdf");
+    const empty = !filePreview && !uploadFile && !existingUrl;
+    return (
+      <div
+        onDragOver={(e) => { e.preventDefault(); setDragOver(true); }}
+        onDragLeave={() => setDragOver(false)}
+        onDrop={(e) => { e.preventDefault(); setDragOver(false); const f = e.dataTransfer.files?.[0]; if (f) handleFile(f); }}
+        className={`relative rounded-lg border-2 border-dashed min-h-[420px] flex flex-col items-center justify-center text-center p-6 transition-colors ${dragOver ? "border-primary bg-primary/5" : "border-border"} ${empty ? "cursor-pointer hover:bg-muted/40" : ""}`}
+        onClick={() => { if (empty) fileRef.current?.click(); }}
+      >
+        <input ref={fileRef} type="file" accept=".pdf,.jpg,.jpeg,.png" className="hidden" onChange={(e) => { const f = e.target.files?.[0]; if (f) handleFile(f); }} />
+        {filePreview ? (
+          <img src={filePreview} alt="Attachment" className="max-h-[400px] w-full object-contain rounded" />
+        ) : uploadFile ? (
+          <div className="text-sm text-muted-foreground">
+            <FileText className="mx-auto h-12 w-12 mb-2 text-foreground/70" />
+            <div className="font-medium text-foreground">{uploadFile.name}</div>
+            <div className="text-xs">{(uploadFile.size / 1024).toFixed(1)} KB</div>
+          </div>
+        ) : existingUrl ? (
+          isPdf ? (
+            <iframe src={`${existingUrl}#toolbar=1&navpanes=0`} className="w-full h-[400px] border-0 rounded" title="Attachment" />
+          ) : (
+            <img src={existingUrl} alt="Attachment" className="max-h-[400px] w-full object-contain rounded" />
+          )
+        ) : (
+          <>
+            <FileText className="h-12 w-12 text-muted-foreground/40" />
+            <div className="mt-3 font-medium">Upload &amp; view your attachment here</div>
+            <div className="text-xs text-muted-foreground mt-1">PDF, JPG, PNG · max 10MB</div>
+            <div className="text-xs text-muted-foreground mt-1">Drag &amp; drop or <span className="text-primary underline">browse</span></div>
+          </>
+        )}
+        {(uploadFile || existingUrl) && (
+          <div className="mt-3 flex justify-center gap-2" onClick={(e) => e.stopPropagation()}>
+            <Button size="sm" variant="outline" onClick={() => fileRef.current?.click()}>
+              <Upload className="mr-1 h-3.5 w-3.5" /> Replace
+            </Button>
+            {uploadFile && (
+              <Button size="sm" variant="ghost" onClick={() => setUploadFile(null)}>
+                <X className="h-3.5 w-3.5" />
+              </Button>
+            )}
+          </div>
+        )}
+      </div>
+    );
+  };
 
   const normalizeApprovalRecord = (record: any) => {
     const linkedInvoice = record.source_invoice_id ? record.invoices : null;
@@ -1178,11 +1240,17 @@ export default function BillApprovalsPage({ boardAssociationIds }: { boardAssoci
 
       {/* Create Bill Dialog */}
       <Dialog open={dialogOpen} onOpenChange={setDialogOpen}>
-        <DialogContent className="sm:max-w-lg max-h-[90vh] overflow-y-auto">
+        <DialogContent className="max-w-5xl max-h-[92vh] overflow-hidden p-0 gap-0 flex flex-col">
-          <DialogHeader>
+          <DialogHeader className="px-6 py-4 border-b">
-            <DialogTitle>Bill Details</DialogTitle>
+            <DialogTitle>Record Bill</DialogTitle>
           </DialogHeader>
-          <div className="space-y-4">
+          <div className="flex-1 overflow-y-auto">
+            <div className="grid grid-cols-1 lg:grid-cols-2 gap-6 p-6">
+              {/* ── Left: attachment panel ── */}
+              {renderAttachmentPanel(null)}
+              {/* ── Right: form ── */}
+              <div className="space-y-5">
+                <h3 className="text-sm font-semibold text-muted-foreground uppercase tracking-wide">Bill Details</h3>
             {/* Client / Association */}
             <div>
               <Label>Client / Association <span className="text-destructive">*</span></Label>
@@ -1322,45 +1390,22 @@ export default function BillApprovalsPage({ boardAssociationIds }: { boardAssoci
               />
             </div>
 
-            {/* File Upload */}
+              </div>{/* right column */}
-            <div>
+            </div>{/* grid */}
-              <Label>Supporting Document (PDF)</Label>
+          </div>{/* scroll */}
-              <div
+          {/* Total bar */}
-                className="mt-1 border-2 border-dashed rounded-lg p-6 text-center cursor-pointer transition-colors hover:bg-muted/50 border-border"
+          <div className="bg-primary text-primary-foreground px-6 py-3 flex items-center justify-end text-sm font-medium">
-                onClick={() => fileRef.current?.click()}
+            Total bill amount:
-              >
+            <span className="ml-2 text-base font-semibold">
-                <input
+              ${Number(form.amount || 0).toLocaleString("en-US", { minimumFractionDigits: 2 })}
-                  ref={fileRef}
+            </span>
-                  type="file"
-                  accept=".pdf,.jpg,.jpeg,.png"
-                  className="hidden"
-                  onChange={(e) => setUploadFile(e.target.files?.[0] || null)}
-                />
-                {uploadFile ? (
-                  <div className="flex items-center justify-center gap-2">
-                    <span className="text-sm font-medium text-foreground">{uploadFile.name}</span>
-                    <Button variant="ghost" size="icon" className="h-6 w-6" onClick={(e) => { e.stopPropagation(); setUploadFile(null); }}>
-                      <X className="h-3 w-3" />
-                    </Button>
           </div>
-                ) : (
+          <DialogFooter className="px-6 py-3 border-t sm:justify-start gap-2">
-                  <>
-                    <div className="mx-auto mb-2 bg-primary/10 rounded-full p-3 w-fit">
-                      <Upload className="h-5 w-5 text-primary" />
-                    </div>
-                    <p className="text-sm text-foreground font-medium">Click to upload or drag and drop</p>
-                    <p className="text-xs text-muted-foreground mt-1">PDF, JPG, PNG (max 10MB)</p>
-                  </>
-                )}
-              </div>
-            </div>
-          </div>
-          <DialogFooter className="mt-4">
-            <Button variant="outline" onClick={() => setDialogOpen(false)} disabled={submitting}>Cancel</Button>
             <Button onClick={handleCreate} disabled={submitting} className="gap-2">
               {submitting ? <div className="h-4 w-4 animate-spin rounded-full border-2 border-primary-foreground border-t-transparent" /> : <Plus className="h-4 w-4" />}
               Create Bill
             </Button>
+            <Button variant="ghost" onClick={() => setDialogOpen(false)} disabled={submitting}>Cancel</Button>
           </DialogFooter>
         </DialogContent>
       </Dialog>
@@ -1422,12 +1467,18 @@ export default function BillApprovalsPage({ boardAssociationIds }: { boardAssoci
 
       {/* Edit Bill Dialog */}
       <Dialog open={editOpen} onOpenChange={(open) => { setEditOpen(open); if (!open) setEditingBill(null); }}>
-        <DialogContent className="sm:max-w-lg max-h-[90vh] overflow-y-auto">
+        <DialogContent className="max-w-5xl max-h-[92vh] overflow-hidden p-0 gap-0 flex flex-col">
-          <DialogHeader>
+          <DialogHeader className="px-6 py-4 border-b">
             <DialogTitle>Edit Bill</DialogTitle>
             <DialogDescription>Update the bill details below.</DialogDescription>
           </DialogHeader>
-          <div className="space-y-4">
+          <div className="flex-1 overflow-y-auto">
+            <div className="grid grid-cols-1 lg:grid-cols-2 gap-6 p-6">
+              {/* ── Left: attachment panel ── */}
+              {renderAttachmentPanel(editingBill?.attachment_url)}
+              {/* ── Right: form ── */}
+              <div className="space-y-5">
+                <h3 className="text-sm font-semibold text-muted-foreground uppercase tracking-wide">Bill Details</h3>
             <div>
               <Label>Client / Association <span className="text-destructive">*</span></Label>
               <Select value={form.association_id} onValueChange={(v) => setForm({ ...form, association_id: v, expense_account_id: "" })}>
@@ -1502,49 +1553,22 @@ export default function BillApprovalsPage({ boardAssociationIds }: { boardAssoci
               <Textarea value={form.description} onChange={(e) => setForm({ ...form, description: e.target.value })} />
             </div>
 
-            {/* Attachment */}
+              </div>{/* right column */}
-            <div>
+            </div>{/* grid */}
-              <Label>Attachment (PDF / Image)</Label>
+          </div>{/* scroll */}
-              {editingBill?.attachment_url && !uploadFile && (
+          {/* Total bar */}
-                <div className="mt-1 mb-2 flex items-center gap-2 text-sm">
+          <div className="bg-primary text-primary-foreground px-6 py-3 flex items-center justify-end text-sm font-medium">
-                  <a href={editingBill.attachment_url} target="_blank" rel="noopener noreferrer" className="text-primary hover:underline truncate max-w-[300px]">
+            Total bill amount:
-                    {decodeURIComponent(editingBill.attachment_url.split("/").pop() || "attachment")}
+            <span className="ml-2 text-base font-semibold">
-                  </a>
+              ${Number(form.amount || 0).toLocaleString("en-US", { minimumFractionDigits: 2 })}
-                  <Badge variant="outline" className="text-xs">Current</Badge>
+            </span>
           </div>
-              )}
+          <DialogFooter className="px-6 py-3 border-t sm:justify-start gap-2">
-              <div
+            <Button onClick={handleUpdate} disabled={submitting} className="gap-2">
-                className="mt-1 border-2 border-dashed rounded-lg p-4 text-center cursor-pointer transition-colors hover:bg-muted/50 border-border"
+              {submitting ? <div className="h-4 w-4 animate-spin rounded-full border-2 border-primary-foreground border-t-transparent" /> : <Save className="h-4 w-4" />}
-                onClick={() => fileRef.current?.click()}
-              >
-                <input
-                  ref={fileRef}
-                  type="file"
-                  accept=".pdf,.jpg,.jpeg,.png"
-                  className="hidden"
-                  onChange={(e) => setUploadFile(e.target.files?.[0] || null)}
-                />
-                {uploadFile ? (
-                  <div className="flex items-center justify-center gap-2">
-                    <span className="text-sm font-medium text-foreground">{uploadFile.name}</span>
-                    <Button variant="ghost" size="icon" className="h-6 w-6" onClick={(e) => { e.stopPropagation(); setUploadFile(null); }}>
-                      <X className="h-3 w-3" />
-                    </Button>
-                  </div>
-                ) : (
-                  <>
-                    <Upload className="h-4 w-4 mx-auto mb-1 text-muted-foreground" />
-                    <p className="text-xs text-muted-foreground">{editingBill?.attachment_url ? "Upload a replacement file" : "Upload an attachment"}</p>
-                  </>
-                )}
-              </div>
-            </div>
-          </div>
-          <DialogFooter>
-            <Button variant="outline" onClick={() => setEditOpen(false)} disabled={submitting}>Cancel</Button>
-            <Button onClick={handleUpdate} disabled={submitting}>
               {submitting ? "Saving..." : "Save Changes"}
             </Button>
+            <Button variant="ghost" onClick={() => setEditOpen(false)} disabled={submitting}>Cancel</Button>
           </DialogFooter>
         </DialogContent>
       </Dialog>

src/pages/accounting/AccountingBillsPage.tsx

@@ -260,6 +260,7 @@ export default function AccountingBillsPage() {
 
   const save = async (keepOpen = false) => {
     if (!number.trim()) return toast.error("Bill number required");
+    if (!vendorId) return toast.error("Select a vendor (Pay to) before saving");
     let attachmentUrl = uploadedUrl;
     if (file && !attachmentUrl) attachmentUrl = await uploadFileObj(file);
 

src/pages/accounting/AccountingExpensesPage.tsx

@@ -95,6 +95,7 @@ export default function AccountingExpensesPage() {
 
   const save = async () => {
     if (!category) return toast.error("Category is required");
+    if (!vendorId) return toast.error("Vendor is required — select one from the list");
     if (!amount || amount <= 0) return toast.error("Amount must be greater than 0");
     const selectedVendor = (vendors as any[]).find((v: any) => v.id === vendorId);
     const { data: inserted, error } = await accounting.from("expenses").insert({
@@ -171,13 +172,13 @@ export default function AccountingExpensesPage() {
                   </Select>
                 </div>
                 <div>
-                  <Label>Vendor</Label>
+                  <Label>Vendor <span className="text-destructive">*</span></Label>
                   <Select value={vendorId} onValueChange={setVendorId}>
-                    <SelectTrigger><SelectValue placeholder="Select vendor (optional)" /></SelectTrigger>
+                    <SelectTrigger><SelectValue placeholder="Select vendor" /></SelectTrigger>
                     <SelectContent>{(vendors as any[]).map((v: any) => <SelectItem key={v.id} value={v.id}>{v.name}</SelectItem>)}</SelectContent>
                   </Select>
-                  {!vendorId && (
+                  {(vendors as any[]).length === 0 && (
-                    <Input className="mt-2" placeholder="Or type vendor name" maxLength={120} value={vendorName} onChange={(e) => setVendorName(e.target.value)} />
+                    <p className="mt-1 text-xs text-muted-foreground">No vendors yet — add one on the Vendors page first.</p>
                   )}
                 </div>
                 <div>