How to quickly create an order for fabric meters and yards? Tutorial on batch entry of multiple roll lengths and automatic amount summary

Fabric transactions often involve both meters and yards, and the same item may include multiple rolls of different lengths. Relying on paper, pen, and a calculator to convert each item is prone to missed calculations, unit confusion, or total amount errors. This article uses fabric office software as an example to explain how to create a sales order, select customers and stores, set the meter-yard measurement method, continuously enter the length of each roll, and automatically calculate subtotals based on the unit price per meter or per yard. After completing the actual payment and outstanding balance entries, you can generate an image sales order containing detailed data and summary information.

In the fabric sales business, "how to enter length" and "what unit the price is calculated by" are the two most error-prone steps when creating an order. The warehouse measurement may be in meters, but the customer's inquiry and transaction price may be calculated by the yard; the same item may also have 5 bolts, 10 bolts, or even more, with each bolt having a different length. If staff first write down the meter figures by hand, then convert them one by one into yard figures, and finally use a calculator to multiply by the unit price, a single order requires multiple rounds of repetitive operations.

This kind of process is not only slow, but also makes it easy to confuse the entry unit with the pricing unit. For example, if the actual input is 128 meters, but the price is 15 yuan or 15 US dollars per yard, directly multiplying 128 by 15 will produce an incorrect amount. This article explains how to use the office software HeSoft Fabric Billing Tool to batch-fill the lengths of multiple fabric bolts, view the conversion results between meters and yards, calculate prices according to the selected pricing unit, and generate a clearly structured image sales order.

1. Applicable scenarios: orders requiring meter-yard conversion and multi-bolt aggregation

This method is especially suitable for the following types of business:

• Fabric orders where the warehouse measures in meters, but the sales quotation is calculated by the yard;
• Orders where the same item includes multiple bolts of different lengths and meter figures need to be entered in batches;
• Orders where a single sales order contains multiple varieties, colors, and different unit prices at the same time;
• Transactions that need to clearly show the customer each bolt length, total meters, total yards, and amount;
• Store business that needs to record cash settlement, actual receipt, outstanding balance, and previous outstanding balance;
• Fabric stalls that want to upgrade handwritten paper orders into unified image documents.

HeSoft Fabric Billing Tool is office software oriented toward the fabric business. It brings customer information, sales details, length conversion, and amount statistics together on one page, reducing the need for staff to repeatedly switch between paper, Excel spreadsheets, calculators, and chat windows. For stores that handle many orders every day, this kind of centralized entry and batch processing makes it easier to establish a stable order creation standard.

2. Effect preview: differences before and after processing

Before processing: figures are scattered, and conversion and amounts rely on manual work

A common traditional approach to order creation is to first write down the lengths of bolt 1, bolt 2, and bolt 3 on paper, then add them manually to get the total meters; if the customer settles by the yard, the total yards must also be converted separately, and then the amount is calculated based on the unit price per yard. If an order has three varieties, the process must be repeated three times. If a bolt is added or removed midway, the previous totals and amounts must all be recalculated.

In addition, handwritten documents are difficult to clearly accommodate store information, customer information, payment method, QR code, each bolt length, meter and yard totals, actual receipt, and outstanding balance all at the same time. Even if the data itself is correct, after the customer receives a photographed image, they may still need to ask again about the price unit and total length.

After processing: each bolt's data, conversion results, and amounts are displayed together

After entry using the software, the generated image sales order can display different item names and colors row by row, with each row preserving the length of each bolt while also listing meters, yards, unit price, and total amount. The bottom of the document uniformly displays total bolts, total meters, total yards, amount in words, amount receivable, actual amount received, and outstanding balance.

In the example image, there are 18 bolts of fabric, with a total length of 536 meters, approximately 586.18 yards. After calculating the amounts for the three line items separately, the total amount is 5599.65. The image also shows the customer, order date, settlement method, and sales order number, making the transaction information more complete than an ordinary handwritten note. It should be noted that the operation screenshot and the effect screenshot use different example data and currencies, and the actual result should be based on the currency and entered content selected when creating your own order.

3. Operation steps: correctly handling meters, yards, and per-bolt prices

Step 1: Create a new sales order from the office software home page

After entering HeSoft Fabric Billing Tool , select "New Sales Order" under "Common Functions". This entry is used to start a new order creation process.

Before starting, it is recommended to first group the fabrics to be ordered by variety and color, and confirm the quotation unit for each group. For example, you can first organize them into "Variety A, white, quoted by meter" and "Variety B, red, quoted by yard". In this way, corresponding line items can be created directly during entry, avoiding mixing different prices together.

Step 2: Determine the store and customer associated with the sales order

After entering the editing page, first select the store name and customer name. The store information determines the merchant details shown on the image sales order, while the customer information is used to mark the counterparty of this transaction. In the interface, existing records can be selected from dropdown lists, and "Add Store" and "Add Customer" entries are also provided.

Then set the order date, settlement method, measurement unit, and currency. The measurement unit in the screenshot is "meter/yard", which is suitable for businesses that need reference conversion between the two length units. The currency example is US dollars; if the order actually uses RMB, the corresponding currency should be selected, and the screenshot should not simply be copied.

At this stage, two concepts must be checked especially carefully:

• Entry or measurement unit: indicates whether the original length entered by the staff is in meters or yards.
• Pricing unit: indicates whether the transaction price is calculated per meter or per yard.

The two may be the same or different. Setting the units accurately is the prerequisite for the subsequent amount to be correct.

Step 3: Create the first fabric line item

In the "Sales Details" area, fill in the item name, color, unit price, and pricing unit. One example item name in the screenshot is Top quality goods-2, the color is Red, the unit price is 15, and the pricing unit is "yard". This means the system should calculate the amount for that line item based on the converted yard figure and the price per yard.

In actual use, the item name can be filled with the fabric grade, material name, model, or internal item number. The color field is recommended to be filled with a standard color name that the customer can recognize. If the same item name includes red and green batches of fabric, or if the unit prices of two batches are different, separate line items should be created rather than mixing the explanation only in the remarks.

Step 4: Enter lengths bolt by bolt continuously

In the "Quantity per bolt" area, first confirm the entry unit. In the screenshot, the entry unit is meters, and then the lengths of bolt 1 to bolt 5 are filled in sequence: 16 meters, 17 meters, 25 meters, 30 meters, and 40 meters. The approximate yard equivalent is displayed to the right of each input box, making it convenient to check while entering.

When the existing input boxes are not enough, click "Continue entering" to add the next bolt; if the last figure was entered repeatedly or the measurement data needs to be retracted, use "Delete last item". Compared with repeatedly inserting figures in a table or on paper, this continuous entry method is more suitable for operating in the order reported by the warehouse.

After completion, the software gives the subtotal for that variety: 5 bolts in total, total quantity 128 meters, approximately 139.98 yards, and at 15 per yard, the amount is 2099.74. Staff do not need to add the five lengths themselves, nor manually complete the meter-yard conversion and price multiplication.

Step 5: Add other varieties in batches

If there are other fabrics in the same order, use "Add detail" to create line items such as No. 2 and No. 3. Each line item can separately set the item name, color, unit price, pricing unit, and length per bolt.

Another example in the screenshot records 6 bolts in total, with lengths of 10 meters, 12 meters, 16 meters, 33 meters, 17 meters, and 40 meters, totaling 128 meters, approximately 139.98 yards; at 5 per yard, the amount is 699.91. Although the total meters of the two line items are the same, the amounts are different because the unit prices differ. Therefore, it is very important to split line items by variety and price.

When entering multiple line items, they can be checked in the following order:

1. First check whether the item name and color correspond to the actual goods;
2. Then check whether the total number of bolts matches the on-site quantity;
3. Check whether any bolt lengths are duplicated or omitted;
4. Check whether the pricing unit is meter or yard;
5. Finally check the unit price and line item subtotal.

Step 6: Fill in previous outstanding balance, actual amount received, and remarks

After all sales details have been filled in, go to the amount information area. Fill in the previous outstanding balance and actual amount received according to the actual business; if fabric defects, delivery arrangements, or other agreements need to be explained, they can be entered in the remarks.

The example in the screenshot is previous outstanding balance 0 and actual amount received 2000 US dollars. The currently displayed document totals 11 bolts, 256 meters, approximately 279.97 yards, amount receivable 2799.65 US dollars, and total outstanding balance 799.65 US dollars. The calculation relationship can be understood as: the amount receivable for this order plus the previous outstanding balance to be included, minus the actual amount received this time, forms the outstanding balance to be collected. The actual result is subject to the display on the software page and the real business data.

Step 7: Check and generate the image sales order

After filling in the information, first check the whole order, then save and generate the sales order according to the prompts on the page. After the image is generated, focus on checking whether the length of each bolt in the table is complete, whether the meter-yard conversion meets expectations, whether the "/meter" or "/yard" after the unit price is correct, and whether the amount receivable, actual receipt, and outstanding balance are consistent with what was agreed by both parties.

The image sales order is suitable for sending through communication channels such as WeChat, and can also be retained as an internal order record. Compared with directly photographing a paper document, the borders, text, and amount positions in the generated image are more uniform, making it easier for customers to find key information.

4. Common questions and precautions

1. After entering meters, why is the amount calculated by yards?

This is because the entry unit and the pricing unit can be different. If the length is entered in meters and the unit price is selected as "yard", the system will calculate the amount based on the converted yard figure. If the amount differs from a mental calculation, first check the pricing unit instead of directly modifying the length.

2. Can I fill in only the total length without entering the length of each bolt?

For the fabric business, recording bolt by bolt is more conducive to shipment verification and customer acceptance. The workflow shown in the screenshot is centered on the quantity per bolt, and it is recommended to fill in each item according to the actual number of bolts so that the image sales order preserves complete details.

3. Why do conversion results have decimals?

Meters and yards are not related by an integer multiple, so it is normal for the converted result to have two or more decimal places. When the converted result is used in pricing, the final amount may also contain decimals.

4. What if the same fabric has two transaction prices?

It should be split into two sales line items, with the corresponding number of bolts and unit prices filled in separately. This prevents the system from applying the same price to the entire length and makes it easier for the customer to understand each subtotal.

5. The operation screenshot is in US dollars, but the final image is in RMB. Is that contradictory?

The two sets of screenshots are used to show different operation and effect examples. The software page provides currency settings, and when actually creating an order, the selection should be based on the transaction and should not be mixed. Before formally generating the image, check both the currency name and the unit price.

5. Summary

The difficulty of creating a fabric order is not just filling in the product name, but accurately handling multiple bolt lengths, meter-yard conversion, pricing units, and amount aggregation. HeSoft Fabric Billing Tool brings these steps together into one office software system: staff can continuously enter the meters of each bolt, add multiple sales details in batches, view the approximate yard figures and line item subtotals, and then generate an image sales order together with actual receipt and outstanding balance information.

If a store often has to rework orders because of confusion between meters and yards, it is recommended to start testing with an order containing two types of fabric and multiple bolts. After entry, compare the software subtotals with existing records to confirm that the rules are correct, and then use it for daily batch order creation. This can reduce manual conversion and also make the data received by customers more intuitive and more standardized.