Tutorial for Fabric Store Computer Billing: Multi-Bolt Length Entry, Meter-Yard Conversion, and Amount Summary

When a fabric store sells a batch of fabric, it often needs to record the length piece by piece and calculate payments for different varieties based on meters or yards. The manual writing plus calculator approach involves many steps, is slow to verify, and is prone to unit or amount errors. This article explains the complete workflow for using fabric office software to create a sales order, select customer and settlement information, continuously enter the lengths of multiple fabric pieces, automatically view meter-yard conversion, line-item subtotals, total receivable, and outstanding balance, and finally generate a clear image-based sales order.

Fabric store order entry may seem like just filling out a form, but it actually involves many error-prone steps: the length of each bolt needs to be recorded item by item, different colors may correspond to different unit prices, customers sometimes inspect goods by meter and settle by yard, and there may also be cases where the actual amount received this time is insufficient or there are previous outstanding debts. If sales staff write by hand while converting with a calculator, not only do customers wait longer, but it is also difficult to quickly reconstruct how each amount was derived during later reconciliation.

For such scenarios, you can use HeSoft Fabric Billing Tool to complete computer-based order entry. It is an office software designed for fabric transactions that can record the lengths of multiple bolts continuously in the same line item and automatically display the number of bolts, meters, yards, and amount subtotal. For fabric stores that need to process sales data in batches and reduce repetitive work, this method is more stable than repeatedly filling out paper forms. This article will follow the actual screenshot order and clearly explain how to start from creating a new sales order and gradually generate an image-based document that can be saved and sent.

Applicable scenarios: fabric store transactions with multiple bolts, multiple colors, and multiple units of measurement

The following types of business are especially suitable for computer-based order entry:

1. A customer purchases a dozen or more bolts of fabric at one time, and the length of each bolt needs to be kept as a record.
2. The same order contains different product names such as first-grade, second-grade, or third-grade goods, and each product name also has different colors.
3. The warehouse measures by meter, but the customer inquires or settles by yard, so both units need to appear on the document at the same time.
4. Products have different unit prices, so the subtotal of each line item needs to be calculated separately and then summarized into the total amount of the entire sales order.
5. The customer pays only part of the payment, so accounts receivable, actual payment received, previous outstanding debt, and the total current outstanding balance need to be clearly recorded.
6. The store wants to send the sales order to off-site customers as an image instead of photographing a handwritten slip with unclear writing.

The office software here does more than just record information; it also organizes the raw data entered in batches into a unified format. Sales staff do not need to repeatedly calculate the same set of lengths, and customers can directly view each bolt's figures and the final summary from the resulting image.

Preview of results: what is the difference before and after computer-based order entry

Before processing: relying on paper and pen, calculators, and manual copying

The traditional process is generally divided into three steps: first write down the length of each bolt while measuring the fabric, then add up the numbers for the same variety, and then perform meter-to-yard conversion and calculate the amount. To give the customer a neat document, staff may also recopy the draft onto the sales order. Once there is a large amount of data, problems are likely to occur, such as missing a bolt when copying, reversing the order of numbers, or mixing up per-meter prices and per-yard prices.

If the customer pays only part of the payment, handwritten documents also require temporary addition of debt calculations. When checking accounts later, it is necessary to search through sales orders, payment records, and calculation drafts at the same time, and the information cannot be displayed in one place.

After processing: products and account information are concentrated in one image

After completing computer-based order entry, the sales order image will display the product name, color, lengths from the 1st bolt to the 10th bolt, unit, total meters, total yards, unit price, and amount in table form. The top shows the store, customer, date, settlement method, sales order number, and currency, while the bottom summarizes the number of bolts, amount receivable, amount actually received, and outstanding balance.

In the example image, first-grade white, second-grade red, and third-grade green each occupy separate rows, and the lengths of each bolt maintain the original entry order. The system summarizes the result as 18 bolts, 536 meters, approximately 586.18 yards, and a total amount of 5599.65. Sales staff no longer need to reformat every number, and customers can clearly confirm the pricing basis for each type of fabric.

Operating steps: completing a sales order for multiple bolts of fabric

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

After entering the HeSoft Fabric Billing Tool homepage, select "New Sales Order" in the "Common Functions" area. On the homepage you can also see entries such as sales order management, customer information management, and store information management, but the current task is to create a new order, so you should enter the new sales order function.

The purpose of the operation is to create an independent transaction record. Before starting, it is best to organize the fabric measurement data by product name, for example grouping the red fabric lengths of 16, 17, 25, 30, and 40 meters into one group, and the green fabric lengths of 10, 12, 16, 33, 17, and 40 meters into another group. Entering data after grouping by product can reduce the probability of mixing up numbers and colors.

Step 2: Determine the store, customer, and transaction rules

The sales order page first requires selecting the store and customer. The store information determines the operating entity information displayed on the sales order, while customer information is used to identify the buyer. If the required information is not available in the drop-down list, it can be added through the "Add Store" or "Add Customer" entry on the interface.

Then fill in the order date and set the settlement method, measurement unit, and currency. In the screenshot, cash settlement, meters/yards, and US dollars are selected. In actual order entry, the choice should be made according to the transaction contract or mutual agreement, and especially the currency must not be ignored. The same number has completely different meanings in RMB and US dollar scenarios, and an incorrect currency will directly affect the customer's understanding of the amount.

After completing this step, the expected result is that the ownership and calculation environment of the entire document are already clear: which store issued the order, to which customer it was sold, on which date the transaction occurred, and in which currency and measurement method it was settled all have corresponding records.

Step 3: Fill in product name, color, unit price, and pricing unit

In the sales details, each independent variety requires entering the product name. Color is not a required field in the screenshot, but to facilitate customer inspection and later queries, it is recommended to fill it in accurately according to the actual goods. Then enter the unit price and select meter or yard from the pricing unit.

The pricing unit determines the basis for amount calculation. For example, in the screenshot the red product has a unit price of 15 US dollars per yard. Even if the quantity of each bolt is entered in meters, the final subtotal will still be calculated based on the converted number of yards and the per-yard price. The green product is 5 US dollars per yard. Do not look only at the unit price figure; the unit price and unit must be checked together as a whole.

Step 4: Enter the length of each bolt continuously and view the real-time subtotal

In the "Quantity per bolt" area, first set the entry unit, and then fill in the lengths in sequence starting from the 1st bolt. The page will display the corresponding unit and approximate yardage for each entered value. When more bolts need to be added, click "Continue entering"; if the last added item is not needed, you can use "Delete last item".

The first example line item contains 5 bolts, with lengths of 16 meters, 17 meters, 25 meters, 30 meters, and 40 meters, totaling 128 meters, approximately 139.98 yards. At 15 US dollars per yard, the subtotal is 2099.74 US dollars. The second example contains 6 bolts, also totaling 128 meters, but the unit price is 5 US dollars per yard, so the subtotal is 699.91 US dollars.

This set of data clearly illustrates the value of automatic summarization: even if the total length is the same, different unit prices still generate different amounts. With paper and pen, it is necessary to repeatedly perform summation, unit conversion, and multiplication; in the office software, you only need to fill in each bolt's length in batches and confirm the pricing information to view the line-item subtotal.

If there is a third color or third product name, you can select "Add detail" to continue entering. If an entire line item was created incorrectly, you can also use the corresponding "Delete detail". It is recommended to use one independent line item for one product name or one pricing rule, and not to mix products with different prices into one line just to reduce the number of rows.

Step 5: Record payment received and previous outstanding balance

After entering the products, go to the amount information area. Previous outstanding balance is used to record the amount the customer had not yet settled before this transaction; actual amount received is the payment actually received this time; remarks can be used to supplement information that both parties need to pay attention to. In the screenshot, the previous outstanding balance is 0, and the actual amount received is 2000 US dollars.

The document total area shows 11 bolts, a total length of 256 meters, approximately 279.97 yards, and an amount receivable of 2799.65 US dollars. Because 2000 US dollars was actually received this time, the page shows a total outstanding balance of 799.65 US dollars. Sales staff should use this area for final verification after completing the entry, confirming that the number of bolts matches the actual quantity, the total length matches warehouse records, the amount receivable matches the sales details, and the outstanding balance matches the payment status.

Step 6: Complete saving and output the sales order as an image

After confirming that the basic information, product details, and amounts are correct, follow the subsequent operation prompts on the page to complete saving the sales order and outputting the image. Because the final image will be provided directly to customers, the store name, contact information, customer name, date, currency, and amounts should be checked again before output. After the image is generated, do not immediately delete the original sales record; retaining queryable electronic data is more helpful for later reconciliation.

Common questions and precautions

Do the lengths of each bolt need to be summed in another spreadsheet first

There is no need to first sum them in Excel or on paper in order to obtain the total length. You can directly enter the length of each bolt in sequence, and the page will display the bolt count and quantity total for that line item. However, the original fabric measurement data should still be retained until customer confirmation is completed, so that item-by-item review can be performed if a dispute arises.

Can similar fabrics with different unit prices be combined into one entry

It is not recommended to combine them. Even if the product name and color are the same, as long as the unit price or pricing unit is different, separate line items should be created; otherwise it will be impossible to clearly explain the calculation basis for each part of the payment.

Why do the yard figures shown next to meters contain decimals

Meters and yards are different length units, and conversion usually produces decimals. Verification should be based on the converted values and amount subtotals displayed on the page, and you should not arbitrarily round them off yourself. If the two parties have special agreement on the number of retained digits, the rules should be unified before order entry.

What is the difference between amount receivable and actual amount received

The amount receivable is the payment for goods corresponding to this sales order, while the actual amount received is the payment actually collected this time. If the two are inconsistent, an unpaid portion will be formed; if previous outstanding balance is also filled in, the final outstanding balance will also be affected by historical account information.

Why should customer and store information be maintained first

Standardized basic information can avoid repeatedly entering names, addresses, and contact details each time an order is created, and can also reduce the occurrence of multiple different spellings for the same customer. For stores that frequently process sales orders in batches, unified customer and store information helps with later retrieval and statistics.

Summary

The core of computer-based order entry in fabric stores is not just turning handwritten text into electronic text, but allowing multi-bolt lengths, meter-to-yard conversion, unit price calculation, amount summarization, and image layout to be completed in the same process. HeSoft Fabric Billing Tool reduces repeated calculation by continuously entering the quantity of each bolt, adding multiple product line items, and automatically displaying totals, while also letting customers see a clearer pricing process.

It is recommended to first select a sales order with a moderate amount of data for testing when using it for the first time, and strictly enter information in the order of store and customer, order information, sales details, and amount information. Once familiar with the process, it can then be used for daily batch order entry. Before each image output, review the units and amounts, so that efficiency can be improved while reducing the risk of incorrect orders.