fix(work-orders): check duplicate numbers globally

src/app/(protected)/workorders/_components/wizard/use-new-wo-wizard-state.ts

@@ -1,4 +1,5 @@
 import { useEffect, useMemo, useState } from "react";
+import { toast } from "react-toastify";
 import { isWoWizardMockEnabled } from "@/domain/work-orders/mocks/is-wo-wizard-mock-enabled";
 import {
   getMockWoWizardLocationDetail,
@@ -21,6 +22,7 @@ import {
 } from "@/domain/work-orders/use-cases/use-work-order-detail";
 import { useCreateWorkOrderFromWizard } from "@/domain/work-orders/use-cases/use-create-work-order-from-wizard";
 import { findDuplicateWoNumberRow } from "@/domain/work-orders/utils/find-duplicate-wo-number-row";
+import { workOrdersApi } from "@/domain/work-orders/api/work-orders-api";
 
 type UseNewWoWizardStateArgs = {
   open: boolean;
@@ -43,6 +45,7 @@ export function useNewWoWizardState({
   });
   const [pocAutoFilledFor, setPocAutoFilledFor] = useState("");
   const [duplicateRow, setDuplicateRow] = useState<WorkOrderTableRow | null>(null);
+  const [isCheckingDuplicate, setIsCheckingDuplicate] = useState(false);
 
   const { data: apiLocations = [] } = useWorkOrderLocations();
   const { data: apiProblems = [] } = useDropdownOptionsByCategory("Problem");
@@ -110,22 +113,40 @@ export function useNewWoWizardState({
     }
   };
 
-  const resolveDuplicate = (woNumber: string) => findDuplicateWoNumberRow(woNumber, existingRows);
+  const resolveDuplicate = async (woNumber: string) => {
+    const localDuplicate = findDuplicateWoNumberRow(woNumber, existingRows);
+    if (localDuplicate) {
+      return localDuplicate;
+    }
+
+    // The loaded board rows are only an immediate UX hint; the unfiltered API lookup is authoritative.
+    return workOrdersApi.findByWoNumber(woNumber);
+  };
 
   const handleDuplicateFound = (woNumber: string) => {
-    const duplicate = resolveDuplicate(woNumber);
-    if (duplicate) {
-      setDuplicateRow(duplicate);
-    }
+    void resolveDuplicate(woNumber).then((duplicate) => {
+      if (duplicate && woNumber === draft.woNumber) {
+        setDuplicateRow(duplicate);
+      }
+    });
   };
 
   const handleCreate = () => {
-    const duplicate = resolveDuplicate(draft.woNumber);
-    if (duplicate) {
-      setDuplicateRow(duplicate);
-      return;
-    }
-    createMutation.mutate(draft);
+    void (async () => {
+      setIsCheckingDuplicate(true);
+      try {
+        const duplicate = await resolveDuplicate(draft.woNumber);
+        if (duplicate) {
+          setDuplicateRow(duplicate);
+          return;
+        }
+        createMutation.mutate(draft);
+      } catch {
+        toast.error("Unable to verify the work order number. Please try again.");
+      } finally {
+        setIsCheckingDuplicate(false);
+      }
+    })();
   };
 
   return {
@@ -143,6 +164,6 @@ export function useNewWoWizardState({
     patchDraft,
     handleDuplicateFound,
     handleCreate,
-    isCreating: createMutation.isPending,
+    isCreating: createMutation.isPending || isCheckingDuplicate,
   };
 }

src/domain/work-orders/api/work-orders-api.ts

@@ -191,6 +191,22 @@ export const workOrdersApi = {
     };
   },
 
+  findByWoNumber: async (woNumber: string): Promise<WorkOrderTableRow | undefined> => {
+    const normalized = woNumber.trim();
+    if (normalized === "") {
+      return undefined;
+    }
+
+    // `board/search` without date or board filters searches the entire work-order collection.
+    const result = await workOrdersApi.searchBoard({
+      search: normalized,
+      page: 1,
+      pageSize: 20,
+    });
+
+    return result.items.find((row) => row.woNumber === normalized);
+  },
+
   getListByLocation: async (
     locationId: string | number,
     search = "",

src/test/app/(protected)/workorders/new-wo-wizard-duplicate.test.tsx

@@ -1,10 +1,11 @@
-import { fireEvent, screen } from "@testing-library/react";
+import { fireEvent, screen, waitFor } from "@testing-library/react";
 import { describe, expect, it, vi } from "vitest";
 import { NewWoWizard } from "@/app/(protected)/workorders/_components/wizard/new-wo-wizard";
 import type { WorkOrderTableRow } from "@/domain/work-orders/types/work-order-table-row";
 import { renderWithProviders } from "@/test/test-utils";
 
 const existingRow = { id: "wo-99", woNumber: "12345678901" } as WorkOrderTableRow;
+const findByWoNumber = vi.fn();
 
 vi.mock("@/domain/work-orders/use-cases/use-create-work-order-from-wizard", () => ({
   useCreateWorkOrderFromWizard: () => ({
@@ -26,8 +27,14 @@ vi.mock("@/domain/settings/dropdown-options/use-cases/use-dropdown-options-by-ca
   useDropdownOptionsByCategory: () => ({ data: [] }),
 }));
 
+vi.mock("@/domain/work-orders/api/work-orders-api", () => ({
+  workOrdersApi: {
+    findByWoNumber: (...args: unknown[]) => findByWoNumber(...args),
+  },
+}));
+
 describe("NewWoWizard duplicate wo number", () => {
-  it("shows the duplicate dialog when the wizard wo number matches an existing row", () => {
+  it("shows the duplicate dialog when the wizard wo number matches an existing row", async () => {
     renderWithProviders(
       <NewWoWizard
         open
@@ -44,7 +51,38 @@ describe("NewWoWizard duplicate wo number", () => {
     });
     fireEvent.blur(woNumberInput);
 
-    expect(screen.getByText("Duplicate Work Order Number")).toBeInTheDocument();
+    await waitFor(() => {
+      expect(screen.getByText("Duplicate Work Order Number")).toBeInTheDocument();
+    });
     expect(screen.getByText(/is already assigned to another work order/i)).toBeInTheDocument();
   });
+
+  it("finds a duplicate outside the loaded board rows", async () => {
+    const offPageRow = {
+      id: "wo-off-page",
+      woNumber: "98765432109",
+    } as WorkOrderTableRow;
+    findByWoNumber.mockResolvedValueOnce(offPageRow);
+
+    renderWithProviders(
+      <NewWoWizard
+        open
+        onOpenChange={vi.fn()}
+        users={[]}
+        existingRows={[]}
+        onViewExistingWo={vi.fn()}
+      />,
+    );
+
+    const woNumberInput = screen.getByPlaceholderText("e.g. 24818");
+    fireEvent.change(woNumberInput, {
+      target: { value: "98765432109" },
+    });
+    fireEvent.blur(woNumberInput);
+
+    await waitFor(() => {
+      expect(screen.getByText("Duplicate Work Order Number")).toBeInTheDocument();
+    });
+    expect(findByWoNumber).toHaveBeenCalledWith("98765432109");
+  });
 });

src/test/domain/work-orders/api/work-orders-api.test.ts

@@ -291,6 +291,42 @@ describe("workOrdersApi.searchBoard", () => {
   });
 });
 
+describe("workOrdersApi.findByWoNumber", () => {
+  beforeEach(() => {
+    apiGet.mockReset();
+    apiGet.mockResolvedValue({
+      items: [
+        {
+          id: 505,
+          woNumber: "10000001235",
+          lifecycleStatusLabel: "Incomplete",
+        },
+      ],
+      totalCount: 1,
+      page: 1,
+      pageSize: 20,
+    });
+  });
+
+  it("searches globally without the active board filters", async () => {
+    const result = await workOrdersApi.findByWoNumber("10000001235");
+
+    expect(apiGet).toHaveBeenCalledWith(
+      API_PATHS.workOrder.boardSearch,
+      expect.objectContaining({
+        searchParams: expect.any(URLSearchParams),
+      }),
+    );
+    const searchParams = apiGet.mock.calls[0]?.[1]?.searchParams as URLSearchParams;
+    expect(Object.fromEntries(searchParams)).toEqual({
+      search: "10000001235",
+      page: "1",
+      pageSize: "20",
+    });
+    expect(result).toMatchObject({ id: 505, woNumber: "10000001235" });
+  });
+});
+
 describe("workOrdersApi.patchBoardField", () => {
   beforeEach(() => {
     apiPatchFn.mockReset();