refreshing a query, then manual data does not line up

We use a query that exports 5 columns into an excel spreadsheet. In the 6th column I would like to write notes pertaining to the information in that row. So, if I write a note in cell K5, then refresh the data, and the info from our system has returned that row 4 has been removed (in this case it is because a purchase order has been closed). Then the information in k5 is still in K5. It does not go up to k4 to correspond with the original record. How do I keep them lined up correctly?

Thanks

anyone have ideas? I cannot see to find anything by searching the internet for this issue.