Fabric stores bid farewell to handwritten invoicing: batch generate sales order images for multiple varieties and lengths

When fabric stores receive orders with multiple varieties, colors, and piece lengths, handwritten sales slips are prone to omissions, and after corrections the total meters, yards, amount receivable, and outstanding balance must be recalculated. This article provides a complete electronic invoicing method: create a sales order in office software, select the store and customer, set the date, settlement method, and currency, enter the length and sales price of each piece in batches by variety, and then have the system summarize the number of pieces, length, and amount. Finally, a uniformly formatted image sales order can be generated, making it easy for customers to verify, send, and retain.

At first glance, creating an invoice at a fabric store may seem like simply filling out a sales voucher, but in practice it involves multiple repetitive tasks: first distinguishing the product type and color, then recording the length of each roll; calculating the total meters and yards for each product type; calculating subtotals based on the price per meter or per yard; and finally summarizing the amount receivable, amount received, and outstanding balance. The larger the order, the greater the workload from handwriting and manual calculation.

This is especially true during busy periods in wholesale markets or at store counters, where staff may be serving customers while listening to warehouse counts at the same time. Missing a single length on paper, or writing the prices of two colors in reverse, can affect later reconciliation. Even with an ordinary spreadsheet, formulas and layouts need to be set up in advance, and adding line items on the fly can still disrupt the calculation relationships.

With office software such as HeSoft Fabric Billing Tool , an order can be divided into several sections: store information, customer information, invoicing information, sales details, and amount information. Different product types are entered separately, and under each product type multiple roll lengths are filled in consecutively. The software automatically displays the subtotal and the overall order total, and after completion it produces a sales order image that can be viewed directly. This article explains the specific operations in the order of the actual interface.

1. Applicable scenarios: orders with multiple product types, multiple rolls, and outstanding balances

The following situations are especially suitable for using an electronic fabric sales order:

• Frequent store orders: The same store information, customer information, and payment information need to be filled in repeatedly every day.
• Multiple product types in one order: The same customer purchases first-grade, second-grade, third-grade, or different models of fabric at the same time.
• Multiple rolls per product: Each type of fabric consists of multiple rolls with different lengths, and detailed records need to be kept.
• Different colors and unit prices: The same type of fabric is sold at different prices due to color, grade, or batch differences.
• Outstanding balance management required: The customer pays only part of the payment, and the document must clearly show the amount receivable, amount received, and total outstanding balance.
• Remote order sending: The customer is not on site and needs to view the order details and verify the amounts through an image.

The efficiency value of the software is mainly reflected in two aspects. First, it standardizes similar repetitive information, so there is no need to design a format from scratch for every order. Second, it processes multiple product types and multiple roll lengths as a batch of data, reducing manual addition, unit conversion, and reformatting. For stores that have long relied on handwritten receipts, this is more meaningful than simply using a calculator to speed things up.

2. Preview of results: what changes before and after processing

Before processing: limited paper space, difficult modifications and statistics

Traditional handwritten orders usually start by drawing a table, then filling in the product name, color, and length. When a certain product type has seven or more rolls, horizontal space quickly becomes insufficient; if another roll is added temporarily, it can only be written in the blank area. When multiple product types use different unit prices, staff also need to calculate each subtotal separately and then add up the total amount.

Another problem with the handwritten approach is that the data cannot be automatically linked. After the total meters change, the yards and amount do not change simultaneously; after the customer adds more goods, the original amount receivable and outstanding balance both need to be recalculated. Too many revision marks also reduce the readability of the document.

After processing: sales details and overall order totals are clear at a glance

The generated sales order image presents the store, customer, and sales content in a fixed table. Each product type occupies one row, and multiple roll counts are arranged in sequence; the meters, yards, unit price, and total amount are in the same row for easy horizontal checking. The bottom of the order shows the total number of rolls, total length, amount in words, amount receivable, amount received, and outstanding balance.

In the example, first-grade, second-grade, and third-grade products are calculated separately according to different colors, roll counts, and prices. The final summary is 18 rolls, 536 meters, and 586.18 yards, with a total amount of 5599.65. The document also includes the store address, contact information, payment information, QR code, invoice date, and sales order number. Such an image is neater than a temporarily photographed handwritten sheet and is suitable for customer verification and record keeping.

3. Operation steps: creating a complete electronic fabric sales order

Step 1: Open the "New Sales Order" function

Log in to HeSoft Fabric Billing Tool , and click "New Sales Order" in the frequently used functions area on the application home page. This function is used to create the current order and enter the subsequent information-filling page.

If the store has already used the software, customer and store information can usually be selected from existing lists. To improve the speed of batch order creation, it is recommended to keep customer names and store information consistent in daily use, and not to create multiple similar names for the same customer repeatedly.

Step 2: Fill in the store, customer, and invoicing parameters

At the top of the page, select the store name and customer name. In the screenshot, both the store and customer are selected through drop-down boxes, with "Add Store" and "Add Customer" buttons provided nearby. If it is a first-time transaction, the information can be created first; if there is already a record, select it directly to reduce duplicate input.

Then complete the invoicing information settings:

1. Select the correct invoice date to facilitate later lookup and statistics by date;
2. Set the settlement method, such as the cash settlement shown in the screenshot;
3. Select the unit of measurement, for example meters/yards as shown in the screenshot;
4. Select the transaction currency to ensure that the price symbol and amount caliber on the sales order are consistent.

In the operation image, US dollars are used as an example, while the processed sales order image displays RMB. This indicates that the examples come from different invoicing scenarios and does not mean that a particular currency must be used. Users should choose according to the actual agreement of the current transaction.

Step 3: Create sales details by product type

Scroll down to the "Sales Details" area. Each detail line has fields for product name, color, unit price, and pricing unit. First enter the information for the first product type, then fill in the length of each roll included in that product type.

When filling in the product name, you can use the store's internal unified rules, such as "grade + model" or "fabric name + batch". The color should be consistent with the physical label. The unit price must match the pricing unit: choose meters when the transaction is priced by meter, and choose yards when priced by yard. Do not fill in only a number while ignoring the unit, otherwise the customer may not be able to determine the basis of the price.

Step 4: Enter the length of each roll for the same product type consecutively

In the area for the number of rolls, first select the input unit, and then fill in the numbers in order starting from roll 1. In the screenshot, one detail line records 5 rolls, and another records 6 rolls. Click "Continue entering" to add the next item, which is suitable for orders with more rolls; if the last item was entered by mistake, it can be adjusted through "Delete last item".

It is recommended to follow the physical arrangement order of the fabric on site during entry. For example, if the warehouse reports numbers from left to right, the order entry staff should also fill them in the same order. In this way, when a discrepancy occurs, it can be located more quickly to the specific roll rather than only checking the total length.

After entering each product type, check the blue subtotal area. The subtotal will display the number of rolls, total quantity, converted length, unit price, pricing unit, and amount for that detail line. If the on-site count is 5 rolls while the page shows 4 or 6 rolls, you should immediately return to the input items to check.

Step 5: Add other product types or delete incorrect details

Click "Add detail" to continue entering the next type of fabric. Different product names, different colors, different unit prices, or different pricing units should in principle be split into separate detail lines. In this way, after the image is generated, each type of fabric has its own length subtotal and amount, avoiding disputes caused by mixed calculations.

If an entire detail line was created incorrectly, you can use "Delete detail". Before deleting, confirm the corresponding serial number to avoid accidentally deleting other product types that have already been completed. For orders with many product types, it is recommended to check each line as soon as it is completed, rather than waiting until all entries are finished before checking for errors in one batch.

Step 6: Fill in payment information and view the overall order total

After entering the sales details, fill in the previous outstanding balance, amount received, and remarks in the amount information area. In the screenshot, the previous outstanding balance is 0 and the amount received is 2000. The "Order Total" below automatically displays the number of rolls, total length, total outstanding balance, and amount receivable.

The example total is 11 rolls, 256 meters, approximately 279.97 yards, with an amount receivable of 2799.65 US dollars. After receiving 2000 US dollars, the total outstanding balance is 799.65 US dollars. If the customer pays the full amount this time, the amount received should normally match the amount to be collected; if only part is paid, the sales order image should accurately retain the remaining outstanding balance for later reconciliation by both parties.

Remarks can be used to add necessary explanations, but it is not recommended to write product names, unit prices, or lengths only into remarks when they should be filled in structured fields. Only structured entry can participate in automatic calculations and be clearly displayed in the image table.

Step 7: Generate the image and perform final review

After completing all fields, follow the subsequent prompts on the page to save and generate the sales order image. Since the generated result will serve as the official information seen by the customer, it is recommended to conduct at least two rounds of review: first check the original input on the editing page, then check the final layout and totals in the image.

During review, you can check in the order of "customer - date - currency - details - total - payment". After confirming that everything is correct, send the image to the customer or use it for store archiving. This can avoid repeatedly retracting and modifying the order because it was sent too early.

4. Common questions and precautions

Do different colors of the same product name need to be separated?

If different colors need to be displayed separately, or if there are price differences, it is recommended to create separate detail lines. Even if the prices are the same, splitting them makes it easier for customers to check the number of rolls and length of each color.

What should I do if I entered the wrong length for a roll?

Before generating the image, return to the corresponding input box and modify it. If only the last item was entered incorrectly, you can use "Delete last item" in the interface; if the entire product type information is wrong, check it and then delete that detail line and re-enter it.

Why are the amount receivable and the amount received different?

The amount receivable represents the amount to be collected for the order, while the amount received represents the amount actually received this time. When the customer pays partially, the two are naturally different, and the difference will be reflected in the outstanding balance information. If the difference does not meet expectations, check the previous outstanding balance and amount received entries.

After the image is generated, can it be used directly as a shipping list?

The image contains the length of each roll and sales information and can be used for customer verification, but whether it can specifically serve as a shipping or financial document should be determined according to the store's internal management system. This article demonstrates the sales order creation process and should not be confused with the requirements of other business documents.

How can format differences be reduced when multiple people create orders?

It is recommended to unify the filling rules for product names, colors, pricing units, and customer names. For example, always use full product names rather than temporary abbreviations; before entering prices, confirm whether they are by meter or by yard. The software is responsible for unifying the layout, while the store needs to unify the data entry rules.

5. Summary

For fabric orders with multiple product types and multiple rolls, the real time cost lies in repetitive entry and repeated calculation. After using HeSoft Fabric Billing Tool , staff can start from existing store and customer information, fill in the length of each roll in batches by product type, set the color, unit price, and pricing unit separately, and then let the office software automatically organize the number of rolls, total length, meter and yard reference, amount receivable, and outstanding balance. The final generated sales order image centralizes the information, has a unified format, and is also easier for customers to view.

It is recommended that stores first select an order containing at least two product types, complete a full order creation process according to the workflow in this article, and compare it with the original handwritten result. After confirming that the number of rolls, lengths, prices, and outstanding balance are all correct, gradually use it for daily orders. Through standardized entry and batch processing, order entry staff can be freed from repeated totaling, recopying, and manual layout, allowing more time to be spent on inspection, customer communication, and order management.