How to automatically summarize fabric length and unit price? Tutorial on batch entry of multiple pieces of fabric and creating electronic sales orders

When the same customer purchases multiple varieties, multiple colors, and multiple rolls of fabric at one time, handwritten documents require repeatedly copying lengths and calculating meters and yards, and it is also easy to omit actual payment and balance information. This article uses HeSoft Fabric Billing Tool as an example to explain the complete process from creating a sales order and selecting a store customer, to batch-entering the length of each roll, setting pricing by meter or by yard, and then checking the order total and generating an image sales voucher, helping fabric stores standardize document formats and improve daily billing efficiency.

A fabric sales order may seem like just filling in a few numbers, but in practice it often involves multiple layers of calculation: how many bolts each item has, how long each bolt is, the total meters, the conversion to yards, whether pricing is by meter or by yard, how much the customer paid this time, and how much is still owed. If sales staff write by hand while looking at measurement records, and then use a calculator to add up item by item, the more transactions they handle, the higher the repetitive workload and the chance of errors.

This article introduces an electronic invoicing method better suited to fabric stores: using HeSoft Fabric Billing Tool to enter the length of each bolt in batches, setting colors, unit prices, and pricing units for different products, and having the software summarize bolt counts, lengths, and amounts, finally producing an image sales order that can be saved, shared, and checked. HeSoft Fabric Billing Tool is positioned as office software. It is not simply about making a form, but about helping operators turn repeated filling and calculation steps into a standardized invoicing process.

1. Applicable scenarios: from counter invoicing to remote reconciliation

This process is suitable for daily sales that involve the characteristics of "multiple bolts, multiple specifications, and multiple pricing methods." For example, a customer buys 5 bolts of red second-grade fabric, each with a different length, and also buys 6 bolts of green third-grade fabric; the warehouse measures by meter, but the quotation is calculated by yard; the customer pays only part of the payment this time, so the order needs to show the amount receivable, the amount actually received, and the remaining outstanding balance at the same time.

The following types of users are especially suited to using electronic sales orders:

• Fabric markets and fabric store counters, which need to issue orders quickly during peak customer traffic;
• Textile wholesalers, where one order often contains multiple item names and colors;
• Warehouse or shipping staff, who need to pass bolt-by-bolt measurement results to finance or sales;
• Merchants trading remotely, who need to send clear orders to customers through channels such as WeChat;
• Operators who need to retain sales records over the long term and perform follow-up management by store, customer, or date.

If blank paper is still used for handwriting, sales, warehouse, and payment collection may each keep a different record. After switching to office software, the same batch of data can be organized consistently during the invoicing process, reducing repeated copying by different personnel.

2. Result preview: how paper records become a standardized image sales order

1. Typical state before processing

The data before processing is usually just a set of length numbers, such as "16, 17, 25, 30, 40", with the product name, color, and price noted alongside. The invoicing staff need to determine by themselves how many bolts these numbers represent, calculate the total length, and then convert the amount according to the pricing method. If another product has another set of numbers, the same steps must be repeated. Finally, all subtotals still need to be added up into the total receivable amount for the whole order.

When the store name, address, bank card information, QR code, and delivery instructions also need to appear on the order, handwritten orders can hardly balance completeness and neat layout. Even with ordinary documents or spreadsheets, rows, columns, fonts, and total positions still need to be adjusted manually.

2. Sales order image after processing

After software processing, the store information, customer information, product details, total amount, and signature area are presented together in one sales order image. Each product name occupies one row, and the lengths of each bolt are arranged in order, while also showing meters, yards, unit price, and the total amount for that row. The bottom also shows the total number of bolts, total length, amount in words, amount receivable, amount received, and total outstanding balance.

In the example image, there are three product items, respectively recording different colors, lengths per bolt, and pricing methods. The whole order totals 18 bolts, 536 meters, approximately 586.18 yards, and a total amount of 5599.65. The sales order also includes the store header, contact information, bank account, QR code, order date, sales order number, and customer signature area. Compared with temporary handwritten records, this kind of image order makes it easier for customers to check item by item, and also makes it easier for the store to output a consistent format.

3. Operation steps: completing a multi-bolt fabric electronic sales order

Step 1: Enter new sales order from commonly used functions

After opening HeSoft Fabric Billing Tool , click "New Sales Order" in the "Commonly Used Functions" area on the homepage. The purpose of this operation is to create a new transaction record and enter the complete invoicing form. On the homepage you can also see entry points for sales order management, customer information management, and store information management, but new transactions should start from "New Sales Order".

The homepage in the screenshot also shows summary information such as this month's number of sales orders, number of bolts sold, and sales length. This shows that sales orders created will form corresponding business records. This article focuses on making the order, so it does not expand on reporting functions beyond the screenshot.

Step 2: Establish the store and customer ownership of the sales order

After entering the invoicing page, first handle the store information and customer information. In the dropdown areas, select the store and customer corresponding to this transaction. If the required object is not in the list, use the "Add Store" or "Add Customer" entry on the interface to add it.

The store information determines the merchant details used on the sales order, while the customer information determines the purchaser name. After selection, set the order date, settlement method, measurement unit, and currency. The example in the screenshot selects cash settlement, meter/yard, and US dollar, but this is only demonstration data. In actual invoicing, you should select RMB or other available currencies according to the agreement between the two parties, and confirm whether it is cash settlement or another settlement method supported on the current page.

The expected result of this step is to ensure that all subsequent product details are calculated and displayed under the correct transaction context. Pay special attention to the currency: if the unit price is entered in RMB but USD is mistakenly selected, the amount labels after generation will cause misunderstanding.

Step 3: Split sales details according to product differences

Before entering fabrics, first determine which goods can be grouped into the same detail line. Multiple bolts with the same product name, color, unit price, and pricing unit can be combined into one detail line and entered with consecutive lengths. If any one of these differs, it is recommended to use "Add Detail" to create a separate product item.

In each sales detail line, fill in the product name, color, and unit price in order, and select the pricing unit. The product names in the screenshot use English examples. In actual operation, you can fill in Chinese grade names, fabric type names, or internal identification names according to store habits. To make it understandable to customers, the names should remain consistent with quotations or shipping records, and unclear abbreviations should not be used temporarily.

Step 4: Enter the lengths of different fabric bolts in batches

Next is the key part of the entire process. In the "Quantity per bolt (meters)" area, select the entry unit, and then enter the measured lengths one by one starting from bolt 1. There is no need to calculate the total first, and do not fill multiple bolt numbers into the same input box. Each bolt corresponds to one position so that the system can correctly count the number of bolts and form the column data in the image sales order.

In the screenshot, row 1 contains data for 5 bolts: 16 meters, 17 meters, 25 meters, 30 meters, and 40 meters; row 2 contains data for 6 bolts: 10 meters, 12 meters, 16 meters, 33 meters, 17 meters, and 40 meters. If there is another bolt, you can click "Continue entering"; if an extra item is added by mistake, you can click "Delete last item".

Each time a detail line is completed, the page immediately shows the subtotal. The first item has 5 bolts, with a total quantity of 128 meters, approximately 139.98 yards, calculated at 15 USD per yard as 2099.74 USD; the second item has 6 bolts, also totaling 128 meters, approximately 139.98 yards, calculated at 5 USD per yard as 699.91 USD. Through the subtotals, invoicing staff can detect anomalies before continuing to enter data, rather than waiting until the whole order is generated before reworking it.

Here it is necessary to distinguish three concepts: the entry unit is used to represent the original length provided by the warehouse; the pricing unit is used to determine whether the price is calculated by meter or by yard; and the converted values on the page are used for auxiliary display. Do not ignore the originally agreed quotation unit just because the page automatically displays conversion results.

Step 5: Add other product names and check detail subtotals

If the same sales order also includes other fabrics, click "Add Detail" to continue entering them. For a new detail line, fill in the product name, color, unit price, and length per bolt again. If a certain detail line does not belong in this order at all, you can use "Delete Detail"; if only the last length entry is wrong, it is better to modify the number or delete the last item first, rather than deleting the entire product record.

The value of batch processing is most obvious at this stage: multiple fabric bolts no longer need to be invoiced one by one, but can be entered centrally after grouping by product attributes. The final image can still clearly retain the original length of each bolt, while providing subtotals for each group and the total for the whole order.

Step 6: Enter amount received, previous outstanding balance, and business remarks

After entering the products, move to the amount information area. Fill in the previous outstanding balance and the amount received according to the actual situation. The previous outstanding balance is the amount the customer has not yet settled before this transaction; the amount received is the amount actually credited or collected this time. If there are delivery, cutting, acceptance, or other agreements, they can be added in the remarks, but they should be based on the actual business.

The screenshot shows that the currently entered portion has 11 bolts, a total length of 256 meters, approximately 279.97 yards, an amount receivable of 2799.65 USD, an amount received of 2000 USD, and a previous outstanding balance of 0, so the total outstanding balance shows 799.65 USD. The purpose of this area is to let invoicing staff see the financial result before submitting. If the amount receivable does not match the expected quotation, first check the product unit price and pricing unit; if the outstanding balance does not match, check the amount received and previous outstanding balance.

Step 7: Complete the full order review and output the image

Before formally generating the sales order, it is recommended to review in the order of "basic information - product information - length - amount." First confirm the store and customer, then check the order date, currency, and settlement method; then verify the product name, color, unit price, pricing unit, and length per bolt in each detail line; finally confirm the total number of bolts, total length, amount receivable, amount received, and outstanding balance.

After confirming that everything is correct, use the submit, save, or generate action provided at the bottom of the actual page to complete the order, and then view the generated image sales order. The existing operation screenshots do not show the specific button text in that area, so you should follow the software's current page rather than guessing button names based on the tutorial. After the image is generated, it can be used to send to customers, print for signature, or serve as internal verification material for the store.

4. Frequently asked questions and operational precautions

1. Can fabrics of different colors but the same price be placed in the same detail line?

It is not recommended. Even if the price is the same, different colors will affect the customer's verification upon receipt. Creating separate detail lines can make the product name, color, length, and amount in the image sales order correspond more clearly.

2. Should the length be converted to yards before entry?

If the on-site measurement records are in meters, you can enter them directly in meters and select the pricing unit according to the actual quotation. The screenshot shows that the page can display the approximate yardage simultaneously. There is no need to manually convert repeatedly before entry, but you still need to check whether the system display conforms to the business agreement.

3. Why may decimal amounts differ slightly from manual calculation?

When entering by meter and pricing by yard, unit conversion and decimals are involved. Different conversion precision or decimal places used in manual calculation may cause differences in the final digits. The store should unify its calculation standards and use the final order confirmed by both parties as authoritative.

4. When should "Continue entering" be used, and when should "Add Detail" be used?

When adding another bolt under the same product name, color, unit price, and pricing unit, use "Continue entering"; when adding a product of a different variety, color, or price, use "Add Detail". Distinguishing these two operations can prevent different products from being mistakenly merged.

5. Can the image be sent directly after generation?

The image format is suitable for sending through common communication channels, but it must be manually reviewed before sending. In particular, check that customer privacy, payment accounts, currency, amount receivable, and outstanding balance information are correct. If the order contains information that should not be publicly disclosed, handle it according to the store's management requirements.

5. Summary: turning bolt-by-bolt copying into standardized batch invoicing

The difficulty in fabric sales is not simply entering a total length, but the need to retain the data for each bolt while also completing unit conversion, itemized pricing, and overall payment statistics for the order. HeSoft Fabric Billing Tool integrates these repetitive operations into one office workflow: first establish store and customer ownership, then enter the lengths of each bolt in batches, then automatically present detail subtotals and order totals, and finally output an image sales order with a uniform format.

For stores that need to issue multiple fabric sales orders every day, this method can reduce the number of paper records, calculator totals, and manual layout adjustments, and can also allow warehouse, sales, and payment collection staff to verify against the same details. It is recommended to first choose a real order containing multiple product names and multiple bolt lengths for testing, complete the entry according to the steps in this article, and compare the generated result item by item with the original measurement records. After confirming that the measurement units, pricing methods, and amounts are accurate, the electronic image invoicing can be applied to daily sales and customer reconciliation.