How to make a fabric sales order? Batch fill in the length and unit price of each roll and generate an image receipt

When creating orders at a fabric store, if you still rely on handwritten records for each roll's length, color, and price, not only is data entry slow, but it is also prone to omissions, totaling errors, and unclear conversion between meters and yards. This article explains how to use the fabric order creation feature in office software: select the store and customer in turn, set the date, settlement method, unit of measurement, and currency, batch enter the length and unit price of multiple rolls of fabric, automatically summarize the number of rolls, total length, amount receivable, and outstanding balance, and ultimately generate an image-based sales order that is easy to save and send.

The invoicing process for cloth wholesale, fabric retail, and textile trade differs significantly from ordinary product sales. The same type of fabric often includes multiple bolts, and the length of each bolt is not exactly the same; quotations may be calculated by meter or by yard. If staff measure while writing lengths by hand on paper documents, and then use a calculator to add them up at the end, this not only takes time but may also lead to problems such as incorrectly copied figures, missing a bolt, inconsistent meter-to-yard conversion, or miscalculated amounts receivable.

What this article aims to solve is exactly this kind of repetitive invoicing problem: using an office software such as HeSoft Fabric Billing Tool to centrally enter the store, customer, fabric name, color, length per bolt, and unit selling price. The system automatically completes quantity totals and amount calculations according to the details, and then forms a standardized image-format sales order. This eliminates the need to write everything out by hand and reduces repeated calculations, making it especially suitable for stores and stalls that need to process multiple fabric orders every day.

1. Applicable scenarios: which fabric businesses are suitable for image sales orders

This invoicing method is suitable for fabric wholesale markets, fabric stores, garment accessories stalls, textile trading companies, and warehousing sales scenarios that require recording lengths by bolt. As long as one order contains multiple varieties, colors, or bolts of fabric, structured entry can improve efficiency.

• The same variety includes multiple bolts of fabric: For example, one red fabric variety has 5 bolts, each measuring 16 meters, 17 meters, 25 meters, 30 meters, and 40 meters respectively, and the total length needs to be obtained quickly.
• One document includes multiple varieties: Different varieties can be entered separately with name, color, unit price, and pricing unit, to avoid mixing prices together in calculations.
• Reference for meter and yard quantities is needed: When meter is selected as the entry unit, the interface can display the corresponding approximate yardage, making it convenient for customers with different measurement habits to check.
• There are actual payments received and outstanding amounts: It is necessary not only to calculate the current amount receivable, but also to record the actual amount received, previous outstanding balance, and current total outstanding balance.
• Documents need to be sent through chat tools: After generating an image sales order, it can be saved or sent to customers as a clear and unified transaction record, avoiding the trouble of photographing handwritten documents and then explaining them.

HeSoft Fabric Billing Tool is positioned as office software. Its core value is not simply to replace a calculator, but to complete repeated filling, batch entry, unit conversion, amount totals, and document organization within the same workflow, thereby reducing the workload of manually processing multiple sales line items.

2. Result preview: from handwritten records to a standardized image sales order

1. Common situation before processing

Before using invoicing software, staff usually first write the customer name and fabric information on paper, and then record lengths bolt by bolt. For example, if a variety has 7 bolts, 7 numbers must be written by hand; when there are multiple varieties, the total meterage must be calculated separately, converted into yardage, multiplied by the unit price, and the actual amount received and outstanding balance must be calculated at the bottom of the document. As long as one item is changed in the middle, the subsequent totals often need to be recalculated.

Such paper documents also have problems such as unclear handwriting, inconsistent formatting, difficulty in searching, and inconvenience in remote sending. If a paper document is photographed and sent to the customer, the image may be tilted or reflective, and the customer may not easily and quickly find the product name, unit price, and total amount.

2. Sales order result after processing

After completing the entry, an image-format fabric sales order can be obtained. In the example, the upper part of the document shows the store name, address, contact information, and payment receipt information; the middle part lists the customer name, settlement method, invoice date, sales order number, and currency; the sales details are arranged by product name, color, length per bolt, unit, meterage, yardage, unit price, and total amount. The bottom part also summarizes the number of bolts, total length, amount in words, amount receivable, actual amount received, and total outstanding balance.

As can be seen from the sample image, the lengths of multiple fabrics are placed together in the same table, each variety is calculated separately for its amount, and the entire document is then summarized uniformly. The image layout is neater than a handwritten document and is also more convenient for customers to check. The actual generated content will be based on the store, customer, currency, and entered data selected this time. The names and figures in the screenshot are only used to illustrate the operation result.

3. Operation steps: batch entry of fabric lengths and prices

Step 1: Enter "New Sales Order"

After logging in to HeSoft Fabric Billing Tool , find and enter "New Sales Order" in the frequently used functions area. This entry is used to create a new fabric sales order and is the starting point for entering customer information and sales details.

Before entering, you can prepare the transaction data for this time in advance, including customer name, fabric name, color, length per bolt, unit selling price, settlement method, and actual amount received. Filling in centrally after the data is fully prepared can further reduce the time spent going back and forth for verification. The homepage also shows entries such as sales order management, customer information management, and store information management, but for this task you can simply select "New Sales Order" directly.

Step 2: Select the store and customer, and set basic invoicing information

On the sales order editing page, first complete the "Store Information" and "Customer Information". Select the corresponding store and customer from the existing lists; if the current business data has not yet been created, the interface provides "Add Store" and "Add Customer" entries, which can be supplemented according to the actual situation.

Next, fill in the invoicing information. In the screenshot, the following content can be set:

1. Invoice date: Confirm the date on which the sales business actually occurred, to avoid deviations when querying by date later.
2. Settlement method: Select an available method such as cash settlement according to the transaction situation.
3. Measurement unit: In the screenshot, "Meter/Yard" is selected, which is suitable for businesses that need to view meterage and approximate yardage at the same time.
4. Currency: Select the corresponding currency according to the actual quotation. The operation screenshot shows US dollars, while the final sales order example shows RMB, indicating that when making the document, the actual settlement currency of the current order should prevail.

The purpose of this step is to determine the ownership and calculation basis of the entire sales order. In particular, the measurement unit and currency should be checked before entering prices, to avoid mistaking the "price per meter" for the "price per yard".

Step 3: Fill in the product name, color, unit price, and pricing unit

After entering the "Sales Details" area, first fill in the product name and color for each fabric variety, then fill in the unit price and select the pricing unit. In the screenshot example, the pricing unit of the first detail is "Yard", with a unit price of 15; the second detail is also priced by yard, with a unit price of 5.

The product name can be filled in according to the store's own product naming rules, such as grade, material, model, or internal item number; the color should be the actual color of this batch of fabric. To make it easy for customers to understand, the same store should preferably use a relatively consistent naming approach over the long term, to avoid the same fabric appearing under multiple names on different documents.

Step 4: Enter the length of each bolt of fabric continuously

In the "Quantity per Bolt" area, select the entry unit, and then enter the lengths one bolt at a time. Each input box corresponds to one bolt of fabric. Taking serial number 1 in the screenshot as an example, enter 16, 17, 25, 30, and 40 meters in order, and the system totals them as 5 bolts and 128 meters, and displays approximately 139.98 yards. When entering more bolts, you can use "Continue Input" to add the input position for the next bolt; if one extra item was entered at the end, you can use "Delete Last Item" to adjust it.

This continuous entry method is equivalent to batch entry of the length of each bolt. Staff only need to enter the numbers according to the measurement order, without manually adding multiple lengths together. After one variety is completed, the interface will show the subtotal for that detail, including the number of bolts, total quantity, unit conversion, unit price, and amount, making it convenient for immediate checking.

Step 5: Add multiple sales details

If one order contains different product names, colors, or prices, you can use "Add Detail" to continue adding more. Different details maintain their own product name, color, unit price, and quantity per bolt, and the system calculates subtotals separately. If a detail does not belong to the current order, you can use "Delete Detail" to remove it.

It is recommended to distinguish details in the order of "product name or grade - color - unit price". Even if the total length of two varieties is the same, as long as the unit price or pricing unit differs, they should be entered separately to prevent confusion in the calculation basis of amounts.

Step 6: Fill in the actual amount received and check the document total

After the sales details are completed, fill in the previous outstanding balance and the current actual amount received in the amount information area, and add remarks if needed. The system will display the number of bolts, total length, total outstanding balance, and amount receivable in the "Document Total" section.

The screenshot example shows that the currently visible details total 11 bolts and 256 meters, approximately 279.97 yards, with an amount receivable of 2799.65 US dollars; after entering 2000 US dollars as the actual amount received and 0 as the previous outstanding balance, the total outstanding balance is 799.65 US dollars. The figures here will change along with all sales details, so before formally issuing the document, you should confirm again whether the actual amount received is correct.

Step 7: Generate and check the image sales order

After all required information and amounts are confirmed to be correct, follow the subsequent prompts on the page to complete saving and generating the sales order. Finally, focus on checking the store, customer, date, currency, length per bolt, pricing unit, total amount, and outstanding balance in the image. After confirming that everything is correct, the image sales order can be saved or sent to the customer through daily communication channels.

4. Common questions and precautions

How should meters and yards be selected?

This should be based on the actual measurement and quotation method. If warehouse measurement uses meters, while the customer is accustomed to viewing by yards, the entry unit can be set to meters and reference can be made to the approximate yardage shown in the interface; the pricing unit must be filled in according to the actual quotation. The entry unit and the pricing unit are not the same concept, and they should be confirmed separately before formally issuing the document.

Why do subtotals contain decimals?

Conversion between meters and yards usually produces decimals, and amounts calculated by yard may also contain decimals. Do not modify the system result based only on mental calculation; first check whether the length, unit, and unit price were entered correctly.

Can fabrics with different prices be placed in the same detail?

It is not recommended. Even if the product name is the same, as long as the color, unit price, or pricing unit differs, separate sales details should be created so that the image document can clearly show the subtotal of each one.

What should be checked before generation?

At least check the customer, store, currency, invoice date, number of bolts, total length, unit price, pricing unit, amount receivable, actual amount received, and outstanding balance. After the image is generated, an overall check should also be performed to avoid sending test data or incorrect customer information.

5. Summary

With HeSoft Fabric Billing Tool , stores can centralize work that was originally scattered across paper, calculators, and chat records into one office software system. The length of each bolt can be entered continuously, multiple fabrics can be added in batch as details, meterage and yardage can be referenced simultaneously, and amounts and outstanding balances are uniformly summarized by the system. The final generated image sales order has a neat format, making it convenient for customers to review and for stores to keep on file.

If you are still writing fabric documents by hand in daily work, it is recommended to first choose a real order with a relatively large number of bolts for a trial: prepare the customer, length, and price data, complete the entry according to the steps in this article, and generate the image sales order after checking that everything is correct. Once familiar with the process, repetitive invoicing work can gradually be transformed into standardized, batch processing.