In the Dutch localization of Business Central, local legislation requires that there are no gaps in the numbering sequence of invoices and credit memos — both for purchase- and sales documents. To comply with this, Business Central automatically creates a placeholder entry in the posted invoice or credit memo tables when a document is deleted. This entry uses the same document number and includes a line stating that the document was deleted, ensuring continuity in the numbering.

This functionality works well and meets legal requirements. However, in practice, our customers often add notes or attachments to the original document explaining why it was deleted, typically after contact with the vendor or customer. Unfortunately, when the document is deleted, these notes and attachments are lost and not transferred to the placeholder entry in the posted table. This becomes especially problematic during audit checks, where auditors explicitly ask why a document was deleted. Without the original notes or attachments, users are unable to provide clear justification or context.

Currently, our customers do this manually and the notes or attachments need to be saved before deleting the document.

We propose the following idea: When a document is deleted and a placeholder is created in the posted table, any notes and attachments from the original document should be preserved and copied to the new placeholder entry. This would ensure full auditability and retain important context for future reference. This change would improve transparency, compliance, and usability — especially for organizations operating under strict audit and documentation requirements.