feat(docs): require a reason when cancelling a document

Cancelling an issued document now needs a reason: cancelDocument takes it, refuses an
empty one, and records it on the 'cancelled' event (visible in the doc timeline) and in
the audit after-image. The Cancel dialog gains a required reason box (the confirm stays
open with an error until one is given). Supersede & recreate cancels with 'Superseded &
recreated'. Documents are never hard-deleted (immutability) — cancel is the path, now
always explained. Full suite 416 green.

Co-Authored-By: Claude Fable 5 <noreply@anthropic.com>

apps/hq-web/src/pages/DocumentView.tsx

@@ -1,4 +1,4 @@
-import { useEffect, useState } from 'react'
+import { useEffect, useRef, useState, type ReactNode } from 'react'
 import { Link, useNavigate, useParams } from 'react-router-dom'
 import { formatINR } from '@sims/domain'
 import {
@@ -14,7 +14,7 @@ import { DOC_TONE, DOC_TYPE_TONE, DOC_TYPE_LABEL, useData } from './Clients'
 import { PaymentForm } from './client-forms'
 
 /** One pending confirmation — replaces the browser confirm() popup with the styled dialog. */
-interface Confirm { title: string; body: string; label: string; tone?: 'danger'; run: () => void }
+interface Confirm { title: string; body: ReactNode; label: string; tone?: 'danger'; run: () => void | Promise<void> }
 
 const TITLE: Record<Doc['docType'], string> = {
   QUOTATION: 'Quotation', PROFORMA: 'Proforma Invoice', INVOICE: 'Tax Invoice',
@@ -43,6 +43,7 @@ export function DocumentView() {
   const [paying, setPaying] = useState(false)
   const [sending, setSending] = useState(false)
   const [confirm, setConfirm] = useState<Confirm | undefined>()
+  const cancelReasonRef = useRef('') // read in the confirm's run() closure (state would be stale there)
 
   // PDF preview via blob URL — an <iframe src> can't carry the bearer header.
   const [pdfUrl, setPdfUrl] = useState<string | undefined>()
@@ -182,13 +183,25 @@ export function DocumentView() {
           <Button
             tone="danger"
             disabled={acting}
-            onClick={() => setConfirm({
+            onClick={() => { cancelReasonRef.current = ''; setConfirm({
               title: 'Cancel document',
-              body: `Cancel ${doc.docNo}? The number stays consumed.`,
+              body: (
+                <div style={{ display: 'flex', flexDirection: 'column', gap: 8 }}>
+                  <span>Cancel <strong>{doc.docNo}</strong>? The number stays consumed — this can't be undone.</span>
+                  <label style={{ fontSize: 13 }}>
+                    Reason for cancelling <span style={{ color: 'var(--err)' }}>*</span>
+                    <textarea className="wf" rows={2} autoFocus placeholder="e.g. wrong client, duplicate, billing error…"
+                      onChange={(e) => { cancelReasonRef.current = e.target.value }} style={{ marginTop: 4 }} />
+                  </label>
+                </div>
+              ),
               label: 'Cancel document',
               tone: 'danger',
-              run: () => act('cancel', undefined, { ok: 'Cancelled' }),
+              run: () => {
-            })}
+                if (cancelReasonRef.current.trim() === '') return Promise.reject(new Error('Please add a reason for cancelling'))
+                act('cancel', { reason: cancelReasonRef.current.trim() }, { ok: 'Cancelled' })
+              },
+            }) }}
           >
             Cancel
           </Button>

apps/hq/src/api.ts

@@ -978,8 +978,8 @@ export function apiRouter(
     return convertDocument(db, staffId(res), id, to)
   }))
   // Cancel is financially destructive (consumes a document number) — managerial only (D24).
-  r.post('/documents/:id/cancel', requireAuth, requireManagerial, docAction((id, res) =>
+  r.post('/documents/:id/cancel', requireAuth, requireManagerial, docAction((id, res, req) =>
-    cancelDocument(db, staffId(res), id)))
+    cancelDocument(db, staffId(res), id, String((req.body as { reason?: unknown }).reason ?? ''))))
   // Supersede & recreate (spec §8): proforma-only cancel + fresh linked draft.
   r.post('/documents/:id/supersede', requireAuth, docAction((id, res) =>
     supersedeProforma(db, staffId(res), id)))

apps/hq/src/repos-documents.ts

@@ -462,18 +462,20 @@ export async function convertDocument(db: DB, userId: string, docId: string, to:
 }
 
 /** Only issued, unpaid documents; the consumed number is never reused. */
-export async function cancelDocument(db: DB, userId: string, docId: string): Promise<Doc> {
+export async function cancelDocument(db: DB, userId: string, docId: string, reason = ''): Promise<Doc> {
   return db.transaction(async () => {
     const before = await getDocument(db, docId)
     if (before === null) throw new Error('Document not found')
     if (before.docNo === null) throw new Error('Only issued documents can be cancelled')
     if (before.status === 'cancelled') throw new Error('Document is already cancelled')
+    const why = reason.trim()
+    if (why === '') throw new Error('A reason is required to cancel a document')
     const alloc = (await db.get<{ n: number }>(
       `SELECT COUNT(*) AS n FROM payment_allocation WHERE document_id=?`, docId))!
     if (alloc.n > 0) throw new Error('Cannot cancel a document with payments allocated to it')
     await db.run(`UPDATE document SET status='cancelled' WHERE id=?`, docId)
-    await addEvent(db, docId, 'cancelled')
+    await addEvent(db, docId, 'cancelled', { reason: why })
-    await writeAudit(db, userId, 'update', 'document', docId, { status: before.status }, { status: 'cancelled' })
+    await writeAudit(db, userId, 'update', 'document', docId, { status: before.status }, { status: 'cancelled', reason: why })
     if (before.docType === 'QUOTATION') {
       // STOP cleanup (spec §7): cancelled paper is dead — its open follow-up nudges
       // must not chase the client. Same transaction, one audited row each.
@@ -507,7 +509,7 @@ export async function supersedeProforma(db: DB, userId: string, docId: string):
       throw new Error(`Already converted: a live ${child.doc_type} exists for this document`)
     }
     if (src.docNo !== null) {
-      await cancelDocument(db, userId, docId) // issued: number stays consumed (rule 4)
+      await cancelDocument(db, userId, docId, 'Superseded & recreated') // issued: number stays consumed (rule 4)
     } else {
       // Unissued draft: no number to preserve; retire it the same audited way.
       await db.run(`UPDATE document SET status='cancelled' WHERE id=?`, docId)

apps/hq/test/documents.test.ts

@@ -92,7 +92,7 @@ describe('documents', () => {
     await expect(convertDocument(db, 'u1', qt.id, 'PROFORMA')).rejects.toThrow(/already converted/i)
     // a cancelled child is dead paper: the path re-opens
     await issueDocument(db, 'u1', inv.id)
-    await cancelDocument(db, 'u1', inv.id)
+    await cancelDocument(db, 'u1', inv.id, 'test cancel')
     const inv2 = await convertDocument(db, 'u1', qt.id, 'INVOICE')
     expect(inv2.refDocId).toBe(qt.id)
   })
@@ -134,7 +134,7 @@ describe('documents', () => {
     const cn = await createCreditNote(db, 'u1', inv.id)
     expect(cn.docType).toBe('CREDIT_NOTE')
     expect(cn.payablePaise).toBe(inv.payablePaise)
-    const cancelled = await cancelDocument(db, 'u1', inv.id)
+    const cancelled = await cancelDocument(db, 'u1', inv.id, 'billing error')
     expect(cancelled.status).toBe('cancelled')
     expect(cancelled.docNo).toBe(inv.docNo) // number consumed, never reused
   })

apps/hq/test/quote-followup.test.ts

@@ -326,7 +326,7 @@ describe('quote_followup STOP cleanup', () => {
   it('cancelDocument dismisses the quotation’s open nudges — dead paper is not chased', async () => {
     const { db, q, remId } = await withOpenNudge()
     await issueDocument(db, 'u1', q.id) // only issued documents can cancel
-    await cancelDocument(db, 'u1', q.id)
+    await cancelDocument(db, 'u1', q.id, 'lost deal')
     expect((await getReminder(db, remId))!.status).toBe('dismissed')
   })
   it('leaves already-sent follow-ups untouched', async () => {