How do I batch create fabric sales orders? After entering the length and price of each roll, directly generate image-based documents.

Fabric stores need to record different product names, colors, number of rolls, lengths, and unit prices every day. If relying on handwritten orders, it is not only slow to enter data but also prone to errors in totaling, meter-yard conversion, and amount calculation. This article introduces how to use HeSoft Fabric Billing Tool to create an electronic sales order, select the store and customer, batch enter the length and pricing method for each roll of fabric, and enter information such as actual amount received and previous arrears, ultimately generating an image sales order that can be saved and sent, reducing repetitive calculations and manual layout work.

For wholesale cloth distribution, retail fabric sales, and textile store sales invoicing, it is usually necessary to record the product name, color, length per roll, number of rolls, unit of measure, unit price, and amount receivable at the same time. If you continue to use pen and paper to fill in each item one by one, when a batch of goods contains a dozen or even dozens of rolls of cloth, it not only takes time, but may also affect reconciliation and payment collection due to misread numbers, missing lengths, or inaccurate meter-yard conversion.

This article addresses a very specific problem: instead of handwriting cloth sales orders, use office software to batch-enter the length and price of each roll of fabric, let the system summarize the number of rolls, total length, and amount, and then generate a sales order in image form. The product used in the example is HeSoft Fabric Billing Tool , which is office software oriented toward cloth business scenarios. Its core value is to centralize repetitive data entry, unit conversion, amount calculation, and document organization into the same workflow.

1. Applicable Scenarios: Which Cloth Businesses Are Suitable for Electronic Invoicing

This invoicing method is suitable for cloth wholesale markets, fabric stalls, textile stores, warehouse shipping points, and businesses that need to remotely confirm product details with customers. As long as a single sales order contains multiple varieties, or multiple rolls of fabric of different lengths under the same variety, the batch entry method can be used.

Common scenarios include: five rolls of cloth of the same color with lengths of 16 meters, 17 meters, 25 meters, 30 meters, and 40 meters respectively; one order selling first-grade, second-grade, and third-grade products at the same time; some products quoted by meter and some by yard; the customer paying part of the payment first and settling the remaining amount later; and after invoicing is completed, needing to send a clear sales order image to the customer for retention.

Compared with manual calculation in ordinary spreadsheets, dedicated invoicing office software can connect "per-roll entry - subtotal - whole-order total - document generation" in a continuous flow. Staff only need to fill in basic data based on actual measurement results, without repeatedly using a calculator to add up figures, and without having to manually format screenshots of spreadsheets afterward.

2. Effect Preview: What Is the Difference Before and After Processing

1. Before Processing: Scattered Data and Many Manual Organizing Steps

Before using the software, cloth lengths may be written on paper, sticky notes, or in chat records, while prices are recorded in another quotation sheet. Invoicing staff need to first count how many rolls are included under each product name, and then calculate the total meterage; if the customer settles by yard, they also need to complete the conversion between meters and yards. Finally, they still need to fill in the amount receivable, amount received, and outstanding balance. If any step is copied incorrectly, the document may become inconsistent with the actual goods.

The problem with this approach is not only whether the handwriting is clear. The greater burden is that the same data needs to be repeatedly filled in among measurement records, sales orders, and reconciliation records. As business volume increases, repetitive work will obviously take up time.

2. After Processing: Generate a Clearly Structured Image Sales Order

After entry is completed, a sales order in image form can be obtained. The example document displays the store name, address, contact information, payment details, customer name, settlement method, order date, sales order number, and currency. In the product table, the product name, color, length of each roll, unit, meterage, yardage, unit price, and total amount are listed by row and column, and the total number of rolls, total meters, total yards, amount receivable, amount received, and total outstanding balance are summarized at the bottom.

From the effect image, it can be seen that 18 rolls of cloth are organized into the same sales order, with a total length of 536 meters, and about 586.18 yards are displayed at the same time, with a total order amount of 5599.65. Such an image document is convenient to send through chat tools, and also convenient for customers to check the length of each roll of cloth and the pricing method of different products. The actual amount, currency, and store information are subject to the content filled in at the time of invoicing.

3. Operation Steps: Batch Fill in Cloth Lengths and Generate a Sales Order Image

Step 1: Enter HeSoft Fabric Billing Tool and Create a New Sales Order

After logging in to HeSoft Fabric Billing Tool , find and click "New Sales Order" in the frequently used functions area. This entry is used to start a new cloth sales transaction. The page also provides entries such as sales order management, customer information management, and store information management, but the goal this time is to generate a new order, so simply select "New Sales Order" directly.

After entering the new order page, the software will provide entry areas in sequence for store information, customer information, invoicing information, sales details, and amount information. It is recommended to prepare the customer name, cloth length records, unit price, and payment amount before formally filling in the form, so as to reduce the number of mid-way checks.

Step 2: Select the Store, Customer, and Basic Invoicing Information

In the store information area, select the store from which the goods are actually shipped this time; in the customer information area, select the corresponding customer. If the required information has not yet been created, the interface provides "Add Store" and "Add Customer" entries, which can be supplemented according to the actual situation. The purpose of accurately selecting the store and customer is to make the generated sales order display the correct operating entity and purchaser information.

Then fill in the order date, and select the settlement method, unit of measure, and currency. The example date in the screenshot is 2026/10/12, the settlement method is cash settlement, the unit of measure is meter/yard, and the currency is US dollars. This should be set according to the actual transaction and must not be copied directly from the example. In particular, the currency and unit of measure will affect the subsequent unit price description, conversion results, and amount display, so they need to be checked carefully before submission.

After completing this step, the system has already determined the ownership of the document, the customer object, and the calculation basis. If the store is selected incorrectly, even if the product details are correct, the header and contact information in the final image may not match the actual transaction, so do not skip the review of basic information.

Step 3: Fill in Product Name, Color, Unit Price, and Pricing Unit

After entering the "Sales Details" area, first fill in the product name and color, then enter the unit price and select the pricing unit. In the screenshot, the unit price of one detail line is 15 US dollars and the pricing unit is yard; the unit price of another detail line is 5 US dollars and the pricing unit is also yard. That is to say, although the length can be entered by meter, the product amount will be calculated according to the selected pricing unit.

Each product name should be created as a separate detail line. If the grade, color, unit price, or pricing method of the same batch of goods is different, it is not recommended to mix them in the same detail line, otherwise it is not convenient for the customer to check. You can use "Add Detail" in the interface to continue adding product rows, or use "Delete Detail" to remove the corresponding item when there is an entry error.

Step 4: Continuously Enter the Actual Length of Each Roll of Cloth

In the "Quantity per Roll (Meters)" area, select the entry unit, and then fill in the actual lengths of Roll 1, Roll 2, Roll 3, and so on in sequence. The first example detail line entered 16, 17, 25, 30, and 40 meters, for a total of 5 rolls; the second example detail line entered 10, 12, 16, 33, 17, and 40 meters, for a total of 6 rolls.

When the current input boxes are not enough, you can click "Continue Input" to add the next roll entry position; if the last item was added by mistake, you can use "Delete Last Item". This continuous entry method is very suitable for handling rolls of cloth of different lengths under the same product name, without needing to first organize the data into a string of text, and without needing to create a product row for each roll.

During input, the page will display the subtotal result of that detail line. In the screenshot, 5 rolls of cloth total 128 meters, about 139.98 yards, and based on 15 US dollars/yard, the result is 2099.74 US dollars; another 6 rolls also total 128 meters, about 139.98 yards, and based on 5 US dollars/yard, the result is 699.91 US dollars. The subtotal can serve as a basis for immediate verification: if the number of rolls, length, or amount is obviously inconsistent with expectations, you should go back and check whether there are extra entries, missing entries, or incorrect numbers.

Step 5: Fill in the Amount Received, Previous Outstanding Balance, and Remarks

After the product details are completed, continue to fill in the amount information. In the screenshot, the fields "Previous Outstanding Balance", "Amount Received", and "Remarks" are provided. Previous outstanding balance is used to record the amount that the customer has not yet settled before; amount received is filled in with the payment actually received this time; remarks can supplement business instructions that both parties need to know.

The bottom of the page will display the order total, including the number of rolls, total length, total outstanding balance, and amount receivable. The staged result shown in the screenshot is 11 rolls, 256 meters, about 279.97 yards, with an amount receivable of 2799.65 US dollars and an amount received of 2000 US dollars, so the total outstanding balance is 799.65 US dollars. If there are other detail lines in the sales order, the final total should be confirmed after completing all entries.

Step 6: Review and Generate the Image Sales Order

After entering all detail lines, check from top to bottom the store, customer, date, settlement method, currency, product name, color, unit price, pricing unit, length of each roll, and payment data. After confirming that everything is correct, use the save, submit, or document generation operation actually provided on the page to complete the invoicing. Because the operation screenshots do not show the corresponding buttons at the bottom of the page, this article does not fabricate specific button names; please refer to the current software interface display.

After invoicing is completed, the system will organize the scattered product and amount data into an image sales order. After generation, you should still check the final image, focusing on whether the total number of rolls, total meters, total yards, total amount, and outstanding balance are consistent with the transaction before sending it to the customer.

4. Common Questions and Precautions

1. Why is the amount calculated by yard when the length is entered by meter?

This is because the entry unit and the pricing unit can play different roles. In the screenshot, the length of each roll is entered by meter, while the product is selected to be priced by yard, and the page simultaneously displays the approximate yardage and calculates the amount accordingly. Before entry, first confirm whether the two parties use meter-based or yard-based quotation to avoid selecting the wrong option.

2. If the same product name has multiple rolls of cloth, do I need to create duplicate detail lines?

If the product name, color, unit price, and pricing unit are all the same, you can continuously fill in the length of each roll in the same detail line. Only when the grade, color, unit price, or pricing method changes is it recommended to use "Add Detail" to create another item.

3. Why might the page total differ from the final image?

The operation screenshots show only part of the detail lines during the entry process, while the final effect image may contain more product items. The whole-order total after all detail lines have been entered should be used as the standard, and the mid-way subtotal cannot be directly compared with the final document.

4. What should still be checked after the image sales order is generated?

At least check the customer name, date, currency, length of each roll, unit price, amount, amount received, and outstanding balance. Images are convenient to distribute, but once sent to the customer, they may be used as a basis for subsequent receipt or reconciliation, so generation does not mean the review can be skipped.

5. Summary

Using HeSoft Fabric Billing Tool , you can centrally handle the repetitive length entry, roll count statistics, meter-yard conversion, amount calculation, and document formatting that appear in cloth sales. Invoicing staff only need to fill in the store, customer, and per-roll fabric data according to the actual business, and the software can help organize a uniformly structured image sales order, reducing the time cost caused by handwriting, repeated copying, and manual calculation.

If a store often encounters situations such as one order with multiple rolls, one order with multiple product names, or entry by meter while quoting by yard, it can first organize one real business transaction and try creating a complete sales order according to the steps in this article. After generating the image, check it item by item against the original shipping records. Once it is confirmed that the process is suitable for the store, apply it to daily batch invoicing and customer reconciliation.