feat(admin): auto-generate structured IDs for users, vendors, accounts and cost centres

Users: employeeId auto-generated from role prefix (TCH/MAN/ACC/MGR/SUP/AUD/ADM)
followed by next sequential number; shown read-only in edit form, removed
from create form. Cost Centres: new code field (SITE-001 ...) added to
Vessel model with migration + backfill; auto-generated on create, read-only
in edit. Vendors and Accounts: code/vendorId inputs pre-filled with the
next suggested ID (VND-001, ACC-001) from the server page; user can override
with any PREFIX-NUMBER format, validated by regex.

Co-Authored-By: Claude Sonnet 4.6 <noreply@anthropic.com>

App/app/(portal)/admin/accounts/account-form.tsx

@@ -13,15 +13,15 @@ type AccountRow = {
   isActive: boolean;
 };
 
-function AccountFormFields({ account }: { account?: AccountRow }) {
+function AccountFormFields({ account, suggestedCode }: { account?: AccountRow; suggestedCode?: string }) {
   return (
     <div className="space-y-3">
       <div className="grid grid-cols-2 gap-3">
         <div>
           <label className="block text-xs font-medium text-neutral-700 mb-1">Account Code *</label>
-          <input name="code" defaultValue={account?.code} required
+          <input name="code" defaultValue={account?.code ?? suggestedCode} required
             className="w-full rounded-lg border border-neutral-300 px-3 py-2 text-sm focus:border-primary-500 focus:outline-none focus:ring-2 focus:ring-primary-500/20"
-            placeholder="e.g. OPS-001" />
+            placeholder="e.g. ACC-001" />
         </div>
         <div>
           <label className="block text-xs font-medium text-neutral-700 mb-1">Account Name *</label>
@@ -38,7 +38,7 @@ function AccountFormFields({ account }: { account?: AccountRow }) {
   );
 }
 
-export function AddAccountButton() {
+export function AddAccountButton({ suggestedCode }: { suggestedCode?: string }) {
   const router = useRouter();
   const [open, setOpen] = useState(false);
   const [pending, setPending] = useState(false);
@@ -61,7 +61,7 @@ export function AddAccountButton() {
       </button>
       <AdminDialog title="Add Account" open={open} onClose={() => setOpen(false)}>
         <form onSubmit={handleSubmit} className="space-y-4">
-          <AccountFormFields />
+          <AccountFormFields suggestedCode={suggestedCode} />
           {error && <p className="text-sm text-danger-700 bg-danger-50 rounded-lg px-3 py-2">{error}</p>}
           <div className="flex justify-end gap-3 pt-1">
             <button type="button" onClick={() => setOpen(false)}

App/app/(portal)/admin/accounts/actions.ts

@@ -9,7 +9,7 @@ import { revalidatePath } from "next/cache";
 type ActionResult = { ok: true } | { error: string };
 
 const accountSchema = z.object({
-  code: z.string().min(1, "Account code is required"),
+  code: z.string().min(1, "Account code is required").regex(/^[A-Z0-9]+-\d+$/i, "Code must be in format PREFIX-NUMBER (e.g. ACC-001)"),
   name: z.string().min(1, "Account name is required"),
   description: z.string().optional(),
 });

App/app/(portal)/admin/accounts/page.tsx

@@ -5,6 +5,7 @@ import { redirect } from "next/navigation";
 import { AddAccountButton, EditAccountButton } from "./account-form";
 import { ConfirmDeleteButton } from "@/components/ui/confirm-delete-button";
 import { deleteAccount } from "./actions";
+import { nextId } from "@/lib/id-generators";
 import type { Metadata } from "next";
 
 export const metadata: Metadata = { title: "Account Management" };
@@ -17,11 +18,13 @@ export default async function AdminAccountsPage() {
 
   const accounts = await db.account.findMany({ orderBy: { code: "asc" } });
 
+  const suggestedCode = nextId("ACC", accounts.map((a) => a.code));
+
   return (
     <div>
       <div className="mb-6 flex items-center justify-between">
         <h1 className="text-2xl font-semibold text-neutral-900">Account Management</h1>
-        <AddAccountButton />
+        <AddAccountButton suggestedCode={suggestedCode} />
       </div>
 
       <div className="rounded-lg border border-neutral-200 bg-white overflow-hidden">

App/app/(portal)/admin/users/actions.ts

@@ -7,11 +7,11 @@ import { z } from "zod";
 import bcrypt from "bcryptjs";
 import { revalidatePath } from "next/cache";
 import type { Role } from "@prisma/client";
+import { ROLE_PREFIX, nextId } from "@/lib/id-generators";
 
 type ActionResult = { ok: true } | { error: string };
 
 const userSchema = z.object({
-  employeeId: z.string().min(1, "Employee ID is required"),
   name: z.string().min(1, "Name is required"),
   email: z.string().email("Invalid email"),
   role: z.enum(["TECHNICAL", "MANNING", "ACCOUNTS", "MANAGER", "SUPERUSER", "AUDITOR", "ADMIN"]),
@@ -25,7 +25,6 @@ export async function createUser(formData: FormData): Promise<ActionResult> {
   }
 
   const parsed = userSchema.safeParse({
-    employeeId: formData.get("employeeId"),
     name: formData.get("name"),
     email: formData.get("email"),
     role: formData.get("role"),
@@ -37,14 +36,22 @@ export async function createUser(formData: FormData): Promise<ActionResult> {
   if (!data.password) return { error: "Password is required for new users" };
 
   const exists = await db.user.findFirst({
-    where: { OR: [{ email: data.email }, { employeeId: data.employeeId }] },
+    where: { email: data.email },
   });
-  if (exists) return { error: "A user with that email or employee ID already exists" };
+  if (exists) return { error: "A user with that email already exists" };
+
+  // Auto-generate employeeId based on role prefix
+  const prefix = ROLE_PREFIX[data.role];
+  const existingIds = await db.user.findMany({
+    where: { role: data.role as Role },
+    select: { employeeId: true },
+  });
+  const employeeId = nextId(prefix, existingIds.map((u) => u.employeeId));
 
   const passwordHash = await bcrypt.hash(data.password, 12);
   await db.user.create({
     data: {
-      employeeId: data.employeeId,
+      employeeId,
       name: data.name,
       email: data.email,
       role: data.role as Role,
@@ -66,7 +73,6 @@ export async function updateUser(formData: FormData): Promise<ActionResult> {
   if (!id) return { error: "User ID is required" };
 
   const parsed = userSchema.safeParse({
-    employeeId: formData.get("employeeId"),
     name: formData.get("name"),
     email: formData.get("email"),
     role: formData.get("role"),
@@ -79,14 +85,13 @@ export async function updateUser(formData: FormData): Promise<ActionResult> {
     where: {
       AND: [
         { id: { not: id } },
-        { OR: [{ email: data.email }, { employeeId: data.employeeId }] },
+        { email: data.email },
       ],
     },
   });
-  if (conflict) return { error: "Another user already has that email or employee ID" };
+  if (conflict) return { error: "Another user already has that email" };
 
   const updateData: Parameters<typeof db.user.update>[0]["data"] = {
-    employeeId: data.employeeId,
     name: data.name,
     email: data.email,
     role: data.role as Role,

App/app/(portal)/admin/users/user-form.tsx

@@ -27,20 +27,29 @@ const ROLES = [
 function UserFormFields({ user }: { user?: UserRow }) {
   return (
     <div className="space-y-3">
-      <div className="grid grid-cols-2 gap-3">
-        <div>
-          <label className="block text-xs font-medium text-neutral-700 mb-1">Employee ID *</label>
-          <input name="employeeId" defaultValue={user?.employeeId} required
-            className="w-full rounded-lg border border-neutral-300 px-3 py-2 text-sm focus:border-primary-500 focus:outline-none focus:ring-2 focus:ring-primary-500/20" />
+      {user ? (
+        <div className="grid grid-cols-2 gap-3">
+          <div>
+            <label className="block text-xs font-medium text-neutral-700 mb-1">Employee ID</label>
+            <p className="font-mono text-sm text-neutral-700 px-3 py-2 bg-neutral-50 rounded-lg border border-neutral-200">{user.employeeId}</p>
+          </div>
+          <div>
+            <label className="block text-xs font-medium text-neutral-700 mb-1">Role *</label>
+            <select name="role" defaultValue={user.role} required
+              className="w-full rounded-lg border border-neutral-300 px-3 py-2 text-sm focus:border-primary-500 focus:outline-none focus:ring-2 focus:ring-primary-500/20">
+              {ROLES.map((r) => <option key={r.value} value={r.value}>{r.label}</option>)}
+            </select>
+          </div>
         </div>
+      ) : (
         <div>
           <label className="block text-xs font-medium text-neutral-700 mb-1">Role *</label>
-          <select name="role" defaultValue={user?.role ?? "TECHNICAL"} required
+          <select name="role" defaultValue="TECHNICAL" required
             className="w-full rounded-lg border border-neutral-300 px-3 py-2 text-sm focus:border-primary-500 focus:outline-none focus:ring-2 focus:ring-primary-500/20">
             {ROLES.map((r) => <option key={r.value} value={r.value}>{r.label}</option>)}
           </select>
         </div>
-      </div>
+      )}
       <div>
         <label className="block text-xs font-medium text-neutral-700 mb-1">Full Name *</label>
         <input name="name" defaultValue={user?.name} required

App/app/(portal)/admin/vendors/actions.ts

@@ -19,7 +19,7 @@ const contactSchema = z.object({
 
 const vendorSchema = z.object({
   name: z.string().min(1, "Vendor name is required"),
-  vendorId: z.string().optional(),
+  vendorId: z.string().regex(/^[A-Z0-9]+-\d+$/i, "Vendor ID must be in format PREFIX-NUMBER (e.g. VND-001)").optional(),
   address: z.string().optional(),
   pincode: z.string().optional(),
   gstin: z.string().optional(),

App/app/(portal)/admin/vendors/page.tsx

@@ -6,6 +6,7 @@ import Link from "next/link";
 import { AddVendorButton, EditVendorButton } from "./vendor-form";
 import { ConfirmDeleteButton } from "@/components/ui/confirm-delete-button";
 import { deleteVendor } from "./actions";
+import { nextId } from "@/lib/id-generators";
 import type { Metadata } from "next";
 
 export const metadata: Metadata = { title: "Vendor Registry" };
@@ -23,11 +24,13 @@ export default async function AdminVendorsPage() {
     },
   });
 
+  const suggestedVendorId = nextId("VND", vendors.map((v) => v.vendorId));
+
   return (
     <div>
       <div className="mb-6 flex items-center justify-between">
         <h1 className="text-2xl font-semibold text-neutral-900">Vendor Registry</h1>
-        <AddVendorButton />
+        <AddVendorButton suggestedId={suggestedVendorId} />
       </div>
 
       <div className="rounded-lg border border-neutral-200 bg-white overflow-hidden">

App/app/(portal)/admin/vendors/vendor-form.tsx

@@ -113,7 +113,7 @@ function ContactsEditor({ initial }: { initial?: ContactRow[] }) {
   );
 }
 
-function VendorFormFields({ vendor }: { vendor?: VendorRow }) {
+function VendorFormFields({ vendor, suggestedVendorId }: { vendor?: VendorRow; suggestedVendorId?: string }) {
   const [gstin, setGstin] = useState(vendor?.gstin ?? "");
   const [name, setName] = useState(vendor?.name ?? "");
   const [address, setAddress] = useState(vendor?.address ?? "");
@@ -219,7 +219,7 @@ function VendorFormFields({ vendor }: { vendor?: VendorRow }) {
         </div>
         <div>
           <label className="block text-xs font-medium text-neutral-700 mb-1">Vendor ID <span className="text-neutral-400 font-normal">(leave blank if unverified)</span></label>
-          <input name="vendorId" defaultValue={vendor?.vendorId ?? ""} className={INPUT} placeholder="VND-0042" />
+          <input name="vendorId" defaultValue={vendor?.vendorId ?? suggestedVendorId ?? ""} className={INPUT} placeholder="VND-001" />
         </div>
       </div>
 
@@ -243,7 +243,7 @@ function VendorFormFields({ vendor }: { vendor?: VendorRow }) {
   );
 }
 
-export function AddVendorButton() {
+export function AddVendorButton({ suggestedId }: { suggestedId?: string }) {
   const router = useRouter();
   const [open, setOpen] = useState(false);
   const [pending, setPending] = useState(false);
@@ -264,7 +264,7 @@ export function AddVendorButton() {
       </button>
       <AdminDialog title="Add Vendor" open={open} onClose={() => setOpen(false)}>
         <form onSubmit={handleSubmit} className="space-y-4">
-          <VendorFormFields />
+          <VendorFormFields suggestedVendorId={suggestedId} />
           {error && <p className="text-sm text-danger-700 bg-danger-50 rounded-lg px-3 py-2">{error}</p>}
           <div className="flex justify-end gap-3">
             <button type="button" onClick={() => setOpen(false)}

App/app/(portal)/admin/vessels/actions.ts

@@ -5,6 +5,7 @@ import { db } from "@/lib/db";
 import { hasPermission } from "@/lib/permissions";
 import { z } from "zod";
 import { revalidatePath } from "next/cache";
+import { nextId } from "@/lib/id-generators";
 
 type ActionResult = { ok: true } | { error: string };
 
@@ -23,7 +24,10 @@ export async function createVessel(formData: FormData): Promise<ActionResult> {
   });
   if (!parsed.success) return { error: parsed.error.errors[0]?.message ?? "Validation failed" };
 
-  await db.vessel.create({ data: { name: parsed.data.name } });
+  const existingCodes = await db.vessel.findMany({ select: { code: true } });
+  const code = nextId("SITE", existingCodes.map((v) => v.code));
+
+  await db.vessel.create({ data: { name: parsed.data.name, code } });
   revalidatePath("/admin/vessels");
   return { ok: true };
 }

App/app/(portal)/admin/vessels/page.tsx

@@ -28,6 +28,7 @@ export default async function AdminVesselsPage() {
         <table className="w-full text-sm">
           <thead className="bg-neutral-50 border-b border-neutral-200">
             <tr>
+              <th className="px-4 py-3 text-left font-medium text-neutral-600">Code</th>
               <th className="px-4 py-3 text-left font-medium text-neutral-600">Name</th>
               <th className="px-4 py-3 text-left font-medium text-neutral-600">Status</th>
               <th className="px-4 py-3"></th>
@@ -36,6 +37,7 @@ export default async function AdminVesselsPage() {
           <tbody className="divide-y divide-neutral-100">
             {vessels.map((vessel) => (
               <tr key={vessel.id} className="hover:bg-neutral-50">
+                <td className="px-4 py-3 font-mono text-xs text-neutral-600">{vessel.code}</td>
                 <td className="px-4 py-3 font-medium text-neutral-900">{vessel.name}</td>
                 <td className="px-4 py-3">
                   <span className={`rounded-full px-2.5 py-0.5 text-xs font-medium ${
@@ -49,6 +51,7 @@ export default async function AdminVesselsPage() {
                     <EditVesselButton vessel={{
                       id: vessel.id,
                       name: vessel.name,
+                      code: vessel.code,
                       isActive: vessel.isActive,
                     }} />
                     <ConfirmDeleteButton onDelete={deleteVessel.bind(null, vessel.id)} label={vessel.name} />
@@ -58,7 +61,7 @@ export default async function AdminVesselsPage() {
             ))}
             {vessels.length === 0 && (
               <tr>
-                <td colSpan={4} className="px-4 py-8 text-center text-neutral-400">No cost centres yet.</td>
+                <td colSpan={5} className="px-4 py-8 text-center text-neutral-400">No cost centres yet.</td>
               </tr>
             )}
           </tbody>

App/app/(portal)/admin/vessels/vessel-form.tsx

@@ -8,12 +8,19 @@ import { createVessel, updateVessel, toggleVesselActive } from "./actions";
 type VesselRow = {
   id: string;
   name: string;
+  code: string;
   isActive: boolean;
 };
 
 function VesselFormFields({ vessel }: { vessel?: VesselRow }) {
   return (
     <div className="space-y-3">
+      {vessel && (
+        <div>
+          <label className="block text-xs font-medium text-neutral-700 mb-1">Code</label>
+          <p className="font-mono text-sm text-neutral-700 px-3 py-2 bg-neutral-50 rounded-lg border border-neutral-200">{vessel.code}</p>
+        </div>
+      )}
       <div>
         <label className="block text-xs font-medium text-neutral-700 mb-1">Cost Centre Name *</label>
         <input name="name" defaultValue={vessel?.name} required

App/lib/id-generators.ts

@@ -0,0 +1,21 @@
+export const ROLE_PREFIX: Record<string, string> = {
+  TECHNICAL: "TCH",
+  MANNING: "MAN",
+  ACCOUNTS: "ACC",
+  MANAGER: "MGR",
+  SUPERUSER: "SUP",
+  AUDITOR: "AUD",
+  ADMIN: "ADM",
+};
+
+/** Find max existing number for prefix and return prefix-(max+1), zero-padded to 3 digits */
+export function nextId(prefix: string, existingIds: (string | null | undefined)[]): string {
+  const re = new RegExp(`^${prefix}-(\\d+)$`, "i");
+  let max = 0;
+  for (const id of existingIds) {
+    if (!id) continue;
+    const m = id.match(re);
+    if (m) max = Math.max(max, parseInt(m[1], 10));
+  }
+  return `${prefix}-${String(max + 1).padStart(3, "0")}`;
+}

App/prisma/migrations/20260527010000_vessel_code/migration.sql

@@ -0,0 +1,12 @@
+ALTER TABLE "Vessel" ADD COLUMN "code" TEXT;
+
+WITH numbered AS (
+  SELECT id, ROW_NUMBER() OVER (ORDER BY id) AS n
+  FROM "Vessel"
+)
+UPDATE "Vessel" SET "code" = 'SITE-' || LPAD(n::text, 3, '0')
+FROM numbered
+WHERE "Vessel".id = numbered.id;
+
+ALTER TABLE "Vessel" ALTER COLUMN "code" SET NOT NULL;
+ALTER TABLE "Vessel" ADD CONSTRAINT "Vessel_code_key" UNIQUE ("code");

App/prisma/schema.prisma

@@ -109,6 +109,7 @@ model Site {
 model Vessel {
   id        String  @id @default(cuid())
   name      String
+  code      String  @unique
   isActive  Boolean @default(true)
 
   siteId String?

App/prisma/seed.ts

@@ -157,25 +157,25 @@ async function main() {
   });
 
   // ─── Vessels (Cost Centres) ──────────────────────────────────────────────────
-  const findOrCreateVessel = async (name: string, siteId: string) => {
+  const findOrCreateVessel = async (name: string, siteId: string, code: string) => {
     const vessel = await db.vessel.findFirst({ where: { name } });
     if (vessel) {
       return db.vessel.update({ where: { id: vessel.id }, data: { siteId } });
     }
-    return db.vessel.create({ data: { name, siteId } });
+    return db.vessel.create({ data: { name, code, siteId } });
   };
 
-  const mvStar       = await findOrCreateVessel("MV Pelagia Star", siteBOM.id);
-  const mvWind       = await findOrCreateVessel("MV Aegean Wind",  siteJNP.id);
-  const mvPoseidon   = await findOrCreateVessel("MV Poseidon",     siteKDL.id);
-  const mvNereid     = await findOrCreateVessel("MV Nereid",       siteCHE.id);
-  const mvThetis     = await findOrCreateVessel("MV Thetis",       siteKOC.id);
-  const mvTriton     = await findOrCreateVessel("MV Triton",       siteVIZ.id);
-  const mvAmphitrite = await findOrCreateVessel("MV Amphitrite",   siteHAL.id);
-  const mvProteus    = await findOrCreateVessel("MV Proteus",      sitePAR.id);
-  const mvGalatea    = await findOrCreateVessel("MV Galatea",      siteMNG.id);
-  const mvCallisto   = await findOrCreateVessel("MV Callisto",     siteGOA.id);
-                       await findOrCreateVessel("MV Doris",        siteCHE.id);
+  const mvStar       = await findOrCreateVessel("MV Pelagia Star", siteBOM.id, "SITE-001");
+  const mvWind       = await findOrCreateVessel("MV Aegean Wind",  siteJNP.id, "SITE-002");
+  const mvPoseidon   = await findOrCreateVessel("MV Poseidon",     siteKDL.id, "SITE-003");
+  const mvNereid     = await findOrCreateVessel("MV Nereid",       siteCHE.id, "SITE-004");
+  const mvThetis     = await findOrCreateVessel("MV Thetis",       siteKOC.id, "SITE-005");
+  const mvTriton     = await findOrCreateVessel("MV Triton",       siteVIZ.id, "SITE-006");
+  const mvAmphitrite = await findOrCreateVessel("MV Amphitrite",   siteHAL.id, "SITE-007");
+  const mvProteus    = await findOrCreateVessel("MV Proteus",      sitePAR.id, "SITE-008");
+  const mvGalatea    = await findOrCreateVessel("MV Galatea",      siteMNG.id, "SITE-009");
+  const mvCallisto   = await findOrCreateVessel("MV Callisto",     siteGOA.id, "SITE-010");
+                       await findOrCreateVessel("MV Doris",        siteCHE.id, "SITE-011");
 
   // ─── Accounts ────────────────────────────────────────────────────────────────
   const accTechOps = await db.account.upsert({

Progress/TODO.md

@@ -117,22 +117,22 @@
 - site edit does not work? location updates but does not save
 -- WAIT SAVING WORKS, THE BUTTON JUST SHOWS SAVING FOR SOME REASON
 - pincode to geocode in bg. works on initial save
-- confirm button while deleting
+- confirm button while deleting [DONE]
 - vessel edit does not save?
 - 0 percent gst does not work [DONE]
 - who assigns vendor?
-- email notification take you to po
-- po word appears twice in subject
+- email notification take you to po [DONE]
+- po word appears twice in subject [DONE]
 - notification overflows on phone for manager [DONE]
-- gst edit does not show strikethrough update
-- submitted for review notification not needed for submitter
-- show detail of po in email
+- gst edit does not show strikethrough update [DONE]
+- submitted for review notification not needed for submitter [DONE]
+- show detail of po in email [DONE]
 - accounts did not get notification
-- in manager/submitter notes show name of person
-- Confirming... button appears as soon as I click Process Payment as accounts
-- phantom product prices updated by accounts in PO history
-- notify manager for receipt and partial receipt
+- in manager/submitter notes show name of person [DONE]
+- Confirming... button appears as soon as I click Process Payment as accounts [DONE]
+- phantom product prices updated by accounts in PO history [DONE]
+- notify manager for receipt and partial receipt [DONE]
 - allow submitter to close partially closed po [DONE]
-- partial payment / advance payment for accounts
-- please confirm receipt - only for submitter not for manager
-- rename My Purchase Orders to Closed Purchase Orders
+- partial payment / advance payment for accounts [DONE]
+- please confirm receipt - only for submitter not for manager [DONE]
+- rename My Purchase Orders to Closed Purchase Orders [DONE]