Conditional upsert: upload skips edited records, updates not-edited

- Add last_edited_at + last_edited_by columns to holidays + leave_records
- Migration: ALTER TABLE adds columns (idempotent)
- PUT endpoints set last_edited_at on every manual edit
- POST /api/leave/upload: skip if last_edited_at NOT NULL, update otherwise
- New POST /api/holidays/upload: same logic, admin only
- LeaveOut + HolidayOut schemas include last_edited_at
- Response includes added/updated/skipped counters
- Verified: edited Jay Lam SL preserved, not-edited May Chan SL updated

backend/main.py

@@ -44,6 +44,7 @@ class HolidayOut(BaseModel):
     is_mandatory: Optional[bool] = None
     source: Optional[str] = None
     notes: Optional[str] = None
+    last_edited_at: Optional[datetime] = None
     created_at: Optional[datetime] = None
     updated_at: Optional[datetime] = None
 
@@ -84,6 +85,7 @@ class LeaveOut(BaseModel):
     approved_by: Optional[str] = None
     source: Optional[str] = None
     notes: Optional[str] = None
+    last_edited_at: Optional[datetime] = None
     created_at: Optional[datetime] = None
     updated_at: Optional[datetime] = None
 
@@ -1358,6 +1360,8 @@ async def update_holiday(
     for k, v in update_data.items():
         setattr(h, k, v)
     h.source = "manual_edit"
+    h.last_edited_at = datetime.utcnow()
+    h.last_edited_by = current_user.id
     db.commit()
     db.refresh(h)
     return h
@@ -1378,6 +1382,114 @@ async def delete_holiday(
     return {"deleted": holiday_id}
 
 
+@app.post("/api/holidays/upload")
+async def upload_holidays(
+    file: UploadFile = File(...),
+    db: Session = Depends(get_db),
+    current_user: User = Depends(get_current_admin),
+):
+    """Bulk upload holidays from CSV or Excel.
+
+    CSV columns: date,name,name_en,is_mandatory,notes
+    Excel: same columns (row 1 = header)
+
+    Logic:
+    - Date exists + never edited (last_edited_at IS NULL) -> UPDATE
+    - Date exists + manually edited (last_edited_at NOT NULL) -> SKIP
+    - New date -> INSERT
+    """
+    from io import BytesIO
+    content = await file.read()
+    fname = file.filename.lower()
+
+    rows = []
+    if fname.endswith(".csv"):
+        import csv, io as _io
+        reader = csv.DictReader(_io.StringIO(content.decode("utf-8-sig")))
+        for row in reader:
+            rows.append({
+                "date": row.get("date", "").strip(),
+                "name": row.get("name", "").strip(),
+                "name_en": row.get("name_en", "").strip() or None,
+                "is_mandatory": (row.get("is_mandatory", "true").strip().lower() in ("true", "1", "yes", "y")),
+                "notes": row.get("notes", "").strip() or None,
+            })
+    elif fname.endswith((".xlsx", ".xls")):
+        import openpyxl
+        wb = openpyxl.load_workbook(BytesIO(content), data_only=True)
+        ws = wb.active
+        headers = [str(c.value or "").strip() for c in ws[1]]
+        col_idx = {h: i for i, h in enumerate(headers)}
+        for row in ws.iter_rows(min_row=2, values_only=True):
+            if not row or all(v is None for v in row):
+                continue
+            def getv(h, default=None):
+                v = row[col_idx[h]] if h in col_idx and col_idx[h] < len(row) else None
+                return v if v is not None else default
+            rows.append({
+                "date": str(getv("date") or "").strip(),
+                "name": str(getv("name") or "").strip(),
+                "name_en": str(getv("name_en") or "").strip() or None,
+                "is_mandatory": bool(getv("is_mandatory", True)),
+                "notes": str(getv("notes") or "").strip() or None,
+            })
+    else:
+        raise HTTPException(status_code=400, detail="File must be CSV or Excel")
+
+    added = 0
+    updated = 0
+    skipped = 0
+    errors = []
+    for i, r in enumerate(rows):
+        try:
+            if not r["date"] or not r["name"]:
+                errors.append(f"Row {i+2}: missing date or name")
+                skipped += 1
+                continue
+            from datetime import datetime as _dt
+            if isinstance(r["date"], str):
+                d = _dt.strptime(r["date"], "%Y-%m-%d").date()
+            else:
+                d = r["date"]
+
+            existing = db.query(Holiday).filter(Holiday.date == d).first()
+
+            if existing:
+                if existing.last_edited_at is not None:
+                    errors.append(f"Row {i+2}: {d} was edited at {existing.last_edited_at.isoformat()} - skipped")
+                    skipped += 1
+                    continue
+                # Not edited - safe to update
+                existing.name = r["name"]
+                existing.name_en = r["name_en"]
+                existing.is_mandatory = r["is_mandatory"]
+                existing.notes = r["notes"]
+                existing.source = "csv_upload"
+                updated += 1
+                continue
+
+            db.add(Holiday(
+                date=d,
+                name=r["name"],
+                name_en=r["name_en"],
+                region="HK",
+                is_mandatory=r["is_mandatory"],
+                source="csv_upload",
+                notes=r["notes"],
+            ))
+            added += 1
+        except Exception as e:
+            errors.append(f"Row {i+2}: {str(e)}")
+            skipped += 1
+
+    db.commit()
+    return {
+        "added": added, "updated": updated, "skipped": skipped,
+        "errors": errors[:20],
+        "total_in_db": db.query(Holiday).count(),
+    }
+
+
 @app.post("/api/holidays/refresh")
 async def refresh_holidays_from_gov_hk(
     years: Optional[str] = None,  # CSV: "2025,2026,2027"
@@ -1504,6 +1616,8 @@ async def update_leave(
             raise HTTPException(status_code=400, detail="leave_type must be SL / CL / AL")
     for k, v in update_data.items():
         setattr(lv, k, v)
+    lv.last_edited_at = datetime.utcnow()
+    lv.last_edited_by = current_user.id
     db.commit()
     db.refresh(lv)
     return lv
@@ -1576,6 +1690,7 @@ async def upload_leaves(
         raise HTTPException(status_code=400, detail="File must be CSV or Excel")
     
     added = 0
+    updated = 0
     skipped = 0
     errors = []
     for i, r in enumerate(rows):
@@ -1585,7 +1700,7 @@ async def upload_leaves(
                 skipped += 1
                 continue
             if r["leave_type"] not in ("SL", "CL", "AL"):
-                errors.append(f"Row {i+2}: invalid leave_type {r[chr(39)+'leave_type'+chr(39)]}")
+                errors.append(f"Row {i+2}: invalid leave_type")
                 skipped += 1
                 continue
             
@@ -1600,8 +1715,19 @@ async def upload_leaves(
                 LeaveRecord.date == d,
                 LeaveRecord.leave_type == r["leave_type"],
             ).first()
+            
             if existing:
-                skipped += 1
+                if existing.last_edited_at is not None:
+                    # Was manually edited - protect from overwrite
+                    errors.append(f"Row {i+2}: {r['employee_name']} {d} {r['leave_type']} was edited at {existing.last_edited_at.isoformat()} - skipped")
+                    skipped += 1
+                    continue
+                # Not edited - safe to update
+                existing.hours = r["hours"]
+                existing.reason = r["reason"]
+                existing.approved_by = r["approved_by"]
+                existing.source = "csv_upload"
+                updated += 1
                 continue
             
             db.add(LeaveRecord(
@@ -1621,7 +1747,7 @@ async def upload_leaves(
     
     db.commit()
     return {
-        "added": added, "skipped": skipped,
+        "added": added, "updated": updated, "skipped": skipped,
         "errors": errors[:20],  # First 20 errors only
         "total_in_db": db.query(LeaveRecord).count(),
     }

backend/models.py

@@ -187,6 +187,10 @@ class Holiday(Base):
     source = Column(String(50), nullable=True)             # "gov_hk_1823" / "manual"
     notes = Column(Text, nullable=True)
 
+    # Manual edit tracking - upload skips records with non-null last_edited_at
+    last_edited_at = Column(DateTime, nullable=True)
+    last_edited_by = Column(Integer, ForeignKey("users.id"), nullable=True)
+
     created_at = Column(DateTime, default=now_hkt)
     updated_at = Column(DateTime, default=now_hkt, onupdate=now_hkt)
 
@@ -210,6 +214,10 @@ class LeaveRecord(Base):
     source = Column(String(50), nullable=True)              # "csv_upload" / "manual"
     notes = Column(Text, nullable=True)
 
+    # Manual edit tracking - upload skips records with non-null last_edited_at
+    last_edited_at = Column(DateTime, nullable=True)
+    last_edited_by = Column(Integer, ForeignKey("users.id"), nullable=True)
+
     created_by = Column(Integer, ForeignKey("users.id"), nullable=True)
     created_at = Column(DateTime, default=now_hkt)
     updated_at = Column(DateTime, default=now_hkt, onupdate=now_hkt)