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Dynamics 365 Community / Forums / Small and medium business | Business Central, N... / Missing Posted Sales I...
Small and medium business | Business Central, N...
Suggested Answer

Missing Posted Sales Invoice Numbers in Business Central – How Do You Explain This to Auditors?

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Posted on by Sagar Panthangi 74

Hi Experts,

I noticed that some Posted Sales Invoice numbers are missing when reviewing the posted sales invoice list in Microsoft Dynamics 365 Business Central.

Since posted sales invoice numbers are generated automatically from the configured No. Series, I have the following questions:

  • What are the common reasons for missing posted sales invoice numbers?
  • Under what scenarios does Business Central reserve or skip invoice numbers?
  • Can this happen because of posting errors, transaction rollbacks, session timeouts, or system interruptions?
  • Is there any standard functionality or log that helps identify why a specific posted invoice number was skipped?
  • What is the recommended approach for explaining these missing numbers during statutory or external audits?
  • Are there any Microsoft best practices or documentation that auditors generally accept as evidence?

For example, if the sequence is:

Invoice IBV2526/MH/P0125,125 is missing. Since there is no posted document with that number, how do you justify this gap to auditors, and how can you determine the actual reason it was skipped?

I would appreciate any insights, best practices, or real-world experiences from the community.

 

 

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Dynamics 365 Business Central
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  • Suggested answer
    Yash_Mistry Profile Picture
    Yash_Mistry 539 on at
    Hello,

    There might be two possiblity :
    1.There may have been an error after the posted invoice number was assigned during the posting process. In this case, the Last No. Used on the No. Series page is updated, but the posting fails, resulting in a gap in the posted invoice numbers.
    2.If Allow Document Deletion Before is enabled in Sales & Receivables Setup, users can delete posted sales invoices. In that case, it's possible that someone deleted the missing posted sales invoice.

    Hope this helps resolve your issue.
    If this solution was helpful, please consider marking it as Verified Answer.
     
  • Suggested answer
    Grigorios Mavrogeorgis Profile Picture
    Grigorios Mavrogeorgis 2,900 Super User 2026 Season 1 on at

    Hi Sagar, first thing I'd check is Allow Gaps in Nos. on the No. Series Line. When it's on, BC pulls the number from a database sequence, and a sequence doesn't roll back — so a failed posting, a session timeout or a cancelled document eats the number and it never comes back. Two missing in a row like your P0125 and P0126 looks exactly like that, someone tried to post twice and it errored both times.

    The other one people forget is Allow Document Deletion Before, in General Ledger Setup if I remember right. With a date in there posted invoices can actually be deleted, and then the number is gone with nothing behind it.

    For the auditors I'd switch on Change Log for the sales header, so next time you have a dated record instead of a story. And the argument that usually lands with them is that the G/L Entry numbering has no gaps, only the document numbering does.

     

    Glad to help - follow up if anything is unclear.   

    ►  If this solved it, marking it verified helps others too.       

    Regards,
    Grigorios Mavrogeorgis
    Business Central Consultant & AL Developer

    Work: Gmsoft Limited
    Blog:  insidebusinesscentral
    LinkedIn: linkedin.com/in/gregorymavrogeorgis

  • Suggested answer
    Teagen Boll Profile Picture
    Teagen Boll 3,475 Super User 2026 Season 1 on at

    Some good points in this thread. I'd add to check your Sales and Receivables setup page. Are the Posted Sales Invoice No. series and Sales Invoice No. series the same?

    If they are then its simple, what happened was a Sales Invoice was made and then deleted before being posted which means it skipped a number in that sequence.

    Think of the posted sales invoice as just one piece of backup documentation but not everything. The real data your auditors need will be the Customer Ledger Entry and General Ledger Entries. You can have invoices in BC that simply don't exist in the Posted Sales Invoice page such as if they were posted from a journal which can be common in some scenarios.

    Hope that helps a bit,

    Teagen Boll, CPA
    Social: LinkedIn

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