How to fill in fabric sales orders in batches? Generate image documents after entering length and price.

When a fabric store handles multiple varieties, colors, and bolts of cloth in a single transaction, relying on handwritten sales orders can slow down data entry and lead to errors in total meters, yards, and amounts receivable. This article explains how to use office software to batch-enter the length, unit price, and pricing unit of each bolt, automatically summarize the number of bolts, meters, yards, amount receivable, and outstanding balance, and generate an image-format sales order for easy saving and sharing. It is suitable for fabric shops, fabric wholesalers, and textile sales personnel.

Fabric stores and fabric wholesale businesses often encounter this type of invoicing scenario: the same customer purchases multiple product names and multiple colors at one time, and each type of fabric contains several bolts, with each bolt having a different length. The traditional approach is usually to first record each item on paper, then use a calculator to total the meters, convert to yards, and calculate the payment, and finally rewrite a sales order by hand. As long as one number is copied incorrectly, the subsequent total length, total amount, and outstanding balance may all be affected.

The problem addressed in this article is clear: instead of handwriting fabric sales orders, use office software to centrally fill in customer, store, fabric length, price, and other information, let the system automatically complete the summary, and generate a sales order in image form. The software used here is HeSoft Fabric Billing Tool , which is office software oriented toward fabric sales business. Its key value lies in batch organizing multiple pieces of fabric data in the same document, reducing duplicate entry and manual calculation, and making invoicing, verification, record-keeping, and sending more efficient.

Applicable scenarios: which fabric businesses are suitable for image-based sales orders

This invoicing method is suitable for fabric stores, fabric stalls, textile wholesalers, fabric warehouses, and sales personnel who need remote reconciliation. Especially when a sales order needs to record the lengths of multiple bolts, structured entry is more convenient than handwriting.

• The same variety contains multiple bolts of fabric: for example, first-grade white fabric has a total of 7 bolts, with each bolt measuring 10 meters, 20 meters, 30 meters, and so on, and the total meters need to be counted uniformly.
• One customer purchases multiple varieties or colors: different line items can be filled in separately with product name, color, unit price, and pricing unit, avoiding all data being mixed together.
• Meters and yards are used at the same time: enter by meter during input, and the sales order can display both meters and the converted yards, making it convenient for customers with different measurement habits to verify.
• Need to record payments received and outstanding balances: in addition to the amount receivable, the actual amount received and previous outstanding balance can also be filled in, making the account relationship of this transaction clearer.
• Need to send the document to the customer: after generating the image, it can be saved as an electronic sales order or sent to the customer for confirmation through common communication tools.

From the perspective of office efficiency, it is not simply moving a paper form onto a computer, but rather integrating the originally scattered recording, conversion, totaling, and layout work into one process. For stores that need to process multiple sales orders every day, this kind of batch entry and automatic summary method can significantly reduce repetitive work.

Preview of the effect: from handwritten records to a standardized image sales order

Before processing: length, price, and payment information are recorded separately

Before using the software, sales personnel often need to record the customer name, fabric color, length of each bolt, and unit price on paper, and then manually count the number of bolts and total length. If the goods are priced by yard, the meters also need to be converted into yards. After completing the amount calculation, they also need to fill in the actual amount received, outstanding balance, and remarks. The more data there is, the more times verification is needed, and the longer the invoicing time becomes.

This method also has a practical problem: the handwriting and layout of manual documents are not uniform, and after taking a photo and sending it, numbers may be unclear, the table may be misaligned, or information may be omitted, making it inconvenient to query historical transactions later.

After processing: automatically generate a complete fabric sales order image

After completing the entry, a neatly formatted sales order image can be obtained. The image centrally displays the store name, address, contact information, payment information, customer name, settlement method, invoice date, sales order number, and currency. The product table lists product name, color, length of each bolt, unit, meters, yards, unit price, and total amount, and at the bottom summarizes the total number of bolts, total meters, total yards, and sales amount.

As can be seen from the example result, the sales order records a total of 18 bolts of fabric, with a total length of 536 meters, approximately 586.18 yards after conversion, and a total amount of 5599.65. The document also shows the amount receivable, actual amount received, previous outstanding balance, and total outstanding balance. Customers can directly verify the goods and accounts based on the image, without needing to look at scattered handwritten records again.

Operation steps: batch enter fabric lengths and unit prices

Step 1: Enter the new sales order function

After logging in to HeSoft Fabric Billing Tool , find and enter "New Sales Order" in the frequently used functions area. The purpose of this step is to create a new fabric transaction document, rather than modifying an existing record. The homepage also provides entry points such as sales order management, customer information management, and store information management. When actually creating an order, simply start from New Sales Order.

Before entering, it is recommended to prepare in advance the customer name involved in this transaction, the color of each variety, the actual length of each bolt, the sales unit price, the pricing method, and the actual amount received. Organizing the data in advance can avoid frequently searching for notes or re-measuring during the entry process.

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

At the top of the sales order editing page, first select the corresponding store name and customer name. If the current store or customer has not yet been created, the interface provides "Add Store" and "Add Customer" entry points, allowing you to supplement the basic information first. Only after the store and customer are selected correctly can the generated sales order display the correct information for both parties to the transaction.

Next, fill in the invoice date, and select the settlement method, measurement unit, and currency according to the actual transaction. In the screenshot, the settlement method is cash settlement, the measurement unit is meter/yard, and the currency is US dollars. Here you should not just look at the default values; you should base the choices on the actual business. For example, when a customer settles in RMB, you need to select the corresponding currency; if the business pays attention to both meters and yards, you should use the measurement settings that match the actual sales method.

The expected result of this step is: the sales order has determined the owning store, the corresponding customer, the transaction date, and the basic measurement rules, and all subsequent product line items will be included in this document.

Step 3: Batch enter the length of each bolt for each line item

After entering the sales details area, first fill in the product name and color, then fill in the unit price and select the pricing unit. In the screenshot, the first line item is priced at 15 USD per yard. Then, in the "Quantity per bolt" area, enter the lengths of the 1st bolt, 2nd bolt, 3rd bolt, and so on in sequence. After selecting meters as the input unit, the system will display the approximate equivalent in yards next to each length, making it convenient to verify while entering.

If the current variety contains more bolts, you can use "Continue entering" to add more length input items; if the last item is entered incorrectly or is extra, you can use "Delete last item" to adjust it. After finishing one variety, the page will show the subtotal for that line item, including the number of bolts, total quantity, converted yards, pricing unit price, and amount.

When you need to enter another color or variety, you can create a new sales line item through "Add detail". Each line item independently fills in product name, color, unit price, and the length of each bolt, and the system calculates the subtotal separately. In this way, the original length of each bolt is retained, and multiple products can be concentrated in the same sales order, avoiding the need to create multiple paper documents repeatedly.

When entering, you should focus on checking three positions: first, whether the length of each bolt is consistent with the fabric measurement result; second, whether the pricing unit after the unit price is per meter or per yard; third, whether the line item subtotal conforms to the transaction agreement. In particular, it should be noted that the input unit and the pricing unit can be different, and the fact that the system displays a conversion result does not mean that unit selection can be ignored.

Step 4: Fill in the actual amount received and verify the document totals

After completing the product details, continue to fill in the amount information. The page provides fields for previous outstanding balance, actual amount received, and remarks. When there is no previous outstanding balance, you can fill in 0; when part of the payment has been received, the actual amount received for this time should be filled in; when delivery, quality, or other agreements need to be explained, they can be written in the remarks.

The "Document totals" below will show the number of bolts, total length, converted yards, total outstanding balance, and amount receivable. In the example shown in the screenshot, two line items total 11 bolts and 256 meters, approximately 279.97 yards, with an amount receivable of 2799.65 USD; after receiving 2000 USD, the total outstanding balance is 799.65 USD. The expected result is that the amount relationships correspond, that is, there is no obvious contradiction among the amount receivable, actual amount received, previous outstanding balance, and final outstanding balance.

After all information has been verified, follow the subsequent prompts on the page to complete document saving and image output. The final image should include product details, length summary, amount totals, and customer information. After generation, it is recommended to open the image and check it once before sending it to the customer or using it for internal record-keeping.

Common problems and precautions

Will there be calculation errors when entering by meter and pricing by yard

The software interface supports displaying the conversion result between meters and yards, but when entering, you must confirm the "input unit" and "pricing unit". When measuring by meter and quoting by yard, you cannot directly multiply the number of meters by the price per yard; you should use the system-converted yards and the line item subtotal as the basis for verification.

If the same fabric has multiple colors, should they be placed in one line item

If different colors need to be displayed separately or have different prices, it is recommended to create separate line items. In this way, the relationship among color, length, and amount in the sales order is clearer, and it is easier to locate when replenishment, returns, exchanges, or reconciliation occur later.

What to do if the length of the last bolt is entered incorrectly

The sales details area in the screenshot provides "Delete last item", which can be used to remove the last added length item. If the error occurs in an existing input box, you should also directly modify the corresponding value and check again whether the line item subtotal changes accordingly.

Why is the amount in the final image different from the input page

You should first check whether there are other sales line items not captured in the image, and at the same time verify the currency, unit price, pricing unit, actual amount received, and previous outstanding balance. The screenshots in this article separately show partial data in the process and the final complete document, so the partial page totals and the final example may correspond to different entry stages.

Can image sales orders replace all financial vouchers

Image sales orders are suitable for transaction confirmation, store record-keeping, and customer reconciliation, but whether they can serve as formal financial or tax vouchers should be judged according to enterprise policies and local requirements, and cannot be determined solely based on the image format.

Summary

With HeSoft Fabric Billing Tool , customer selection, fabric length entry, meter-to-yard conversion, price calculation, payment registration, and sales order layout can be integrated into the same office workflow. Compared with handwritten documents, it can reduce repeated copying and manual accumulation, and is especially suitable for situations where one order contains multiple varieties, multiple colors, and multiple bolt lengths.

In actual use, it is recommended to first organize the sales data for this transaction, then complete the entry of basic information, sales details, and amount information in order, and finally focus on verifying units, unit prices, total length, actual amount received, and outstanding balance. After confirming that there are no errors, generate the image sales order and send or archive it in a timely manner, which can make the fabric invoicing process more standardized and more efficient.