How can I batch fill in the fabric sales order? Enter the length and unit price of each piece to directly generate an image receipt.

When creating orders at a fabric store, if you still rely on handwritten records for each roll's length, color, and price, it is not only slow but also prone to omissions, totaling errors, and inaccurate conversions between meters and yards. This article explains how to use HeSoft Fabric Billing Tool to create a new sales order, select the store and customer in turn, fill in the settlement method, unit of measurement, and currency, batch-enter the length and unit price of multiple fabric rolls, and automatically summarize the number of rolls, total length, amount receivable, amount received, and outstanding balance, ultimately generating an image-based sales order that is easy to send, save, and print.

In the process of wholesale, retail, and store delivery of fabrics, one sales order often needs to record the actual lengths of multiple varieties, different colors, and many bolts of fabric. If paper forms are used for handwriting, the staff not only have to fill in the meters for the 1st, 2nd, and 3rd bolts one by one, but also have to calculate the total length, yardage, payment, amount received, and outstanding balance themselves. Once there are many bolts of fabric, repeated copying and manual calculation can easily lead to omissions and errors.

The problem this article aims to solve is: no longer handwriting fabric forms, but directly batch-filling the length, unit price, and pricing unit of each bolt of fabric through office software, letting the system complete the subtotals and the overall summary, and generating a sales order in image form. The example uses HeSoft Fabric Billing Tool . It is an office software for fabric sales, and its key value lies in centralized entry of multiple bolts of fabric, batch organization of sales details, reducing repetitive work, and making the storage and delivery of sales documents more standardized.

1. Applicable Scenarios

This invoicing method is suitable for fabric wholesale markets, fabric stores, textile distributors, warehouse shipping personnel, and business staff who frequently need to provide sales vouchers to customers. Especially in the following scenarios, using fabric invoicing software is more convenient than handwriting:

• The same customer buys multiple bolts of fabric at one time: Each bolt has a different length and needs to be recorded separately, but ultimately the total meters, total yardage, and total amount must be summarized.
• One sales order contains multiple varieties or colors: For example, first-grade white, second-grade red, and third-grade green need to be displayed in separate rows and priced separately.
• The pricing unit differs from the entry unit: Staff enter lengths in meters, but the product may be priced by yard, so they need to view the conversion result between meters and yards.
• Customers confirm remotely via WeChat, Alipay, or other methods: After invoicing, an image sales order can be generated for easy sending to customers for verification.
• Multiple sales orders need to be created consecutively: Compared with redrawing tables and calculating manually each time, office software can reuse standardized processes and improve batch invoicing efficiency.

It should be noted that "batch filling" here mainly refers to continuously entering multiple bolts of fabric in one form and adding multiple sales details. It does not merge all lengths into a single number, but retains the independent data of each bolt of fabric, making it easier for customers and stores to verify later.

2. Effect Preview: Differences Between Handwritten Forms and Image Sales Orders

1. Before Processing: Scattered Data, Totals Rely on Manual Work

In the traditional handwritten workflow, product name, color, length per bolt, and unit price are usually recorded on paper, in chat records, or in temporary spreadsheets. Invoicing staff need to copy this data again onto the sales order and then use a calculator to summarize. If the product is priced by yard, they also need to perform additional conversion between meters and yardage. Repeated copying not only takes up time, but also increases the risk of writing numbers incorrectly, writing the customer name incorrectly, or missing a certain bolt of fabric.

Therefore, before formal operation, it is advisable to organize the store, customer, invoice date, settlement method, product name, color, length of each bolt, unit price, amount received, and previous outstanding balance. The more complete the prepared information, the smoother the entry process will be.

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

After entry is completed, the sales order can be presented in image form. In the effect image below, the top of the form contains the store name, address, contact information, payment details, and QR code; the middle lists the customer name, settlement method, invoice date, sales order number, and currency; the sales detail area displays product name, color, length of each bolt, unit, meters, yardage, unit price, and total amount row by row; the bottom summarizes the number of bolts, total meters, total yardage, amount receivable, amount received, and total outstanding balance.

The example sales order records a total of 18 bolts of fabric, totaling 536 meters, about 586.18 yards, with a sales amount of 5599.65. Since the amount received is 2000 and the previous outstanding balance is 0, the total outstanding balance is shown as 3599.65. Compared with handwritten forms, this image sales order has unified field positions, making it more intuitive for customers to check the length of each bolt.

3. Operation Steps: Batch-Filling Fabric Lengths and Prices

Step 1: Enter the Homepage and Create a New Sales Order

After logging in to HeSoft Fabric Billing Tool , find and click New Sales Order in the "Common Functions" area on the homepage. The homepage also provides entries for sales order management, customer information management, and store information management, but the goal this time is to create a new order, so simply proceed directly to the new sales order process.

The purpose of this step is to create a new sales order entry page. The expected result is to enter a form containing store information, customer information, invoicing information, sales details, and amount information, rather than modifying an existing document. If the customer or store has not yet been created, you can also note the new entry options on subsequent pages.

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

After entering the form, first select the store corresponding to this shipment in the "Store Information" area, and then select the buyer in the "Customer Information" area. In the screenshot, the store name is Maple & Co., and the customer is Jake. The page also provides "New Store" and "New Customer" entry options, which are suitable for use when there is no corresponding data in the existing list.

Next, fill in or check the invoice date, settlement method, unit of measurement, and currency. In the example, the invoice date is 2026/10/12, the settlement method is cash settlement, the unit of measurement is meters/yards, and the currency is US dollars. In actual use, select according to the real transaction information, especially paying attention to the currency, because the currency affects the meaning of the unit price, amount receivable, and outstanding balance.

The expected result of this step is to determine the ownership and calculation basis of the sales order. The store determines the document header, the customer name is used to identify the buyer, the invoice date is used for later queries, the unit of measurement determines how lengths are displayed, and the currency affects the expression of all amounts on the order.

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

In the "Sales Details" area, each serial number represents a group of product details. First fill in the product name and color, then enter the unit price and select the pricing unit. In the screenshot, the first group of products is Top quality goods-2, the color is Red, the unit price is 15 US dollars, priced by yard; the second group is Top quality goods-3, the color is Green, the unit price is 5 US dollars, also priced by yard.

When filling in, two concepts should be distinguished: one is the entry unit for length, and the other is the pricing unit for price. For example, you can enter the actual length of each bolt in meters while choosing to price by yard. The software will display the approximate yardage beside the length and calculate the subtotal based on the converted quantity. This reduces the work of repeatedly converting between meters and yards manually.

Step 4: Continuously Enter the Length of Each Bolt of Fabric

In the "Quantity per Bolt (Meters)" area, after selecting the entry unit, fill in the lengths of the 1st, 2nd, 3rd, and subsequent bolts in order. The first group of details in the example enters 16 meters, 17 meters, 25 meters, 30 meters, and 40 meters, totaling 5 bolts; the system summarizes them as 128 meters, about 139.98 yards. At 15 US dollars per yard, the subtotal is 2099.74 US dollars.

The second group of details enters 10 meters, 12 meters, 16 meters, 33 meters, 17 meters, and 40 meters, totaling 6 bolts; the system likewise summarizes them as 128 meters, about 139.98 yards. At 5 US dollars per yard, the subtotal is 699.91 US dollars.

When the existing input boxes are not enough, you can click Continue Input to add the next input position for the length of another bolt. If an item is added at the end but is not actually needed, you can use Delete Last Item. If you need to add another variety or color to the same sales order, you can add a new product detail via Add Detail; if a certain group of products should not appear on the order, you can use Delete Detail.

This step reflects the value of office software in batch data processing: the invoicing staff only need to continuously enter the length of each bolt according to the inspection or shipping results, and the software simultaneously completes bolt count statistics, total length statistics, meter-to-yard conversion, and amount subtotals, without having to copy every number into a calculator again.

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

After entering the sales details, continue filling in the "Amount Information". In the screenshot, the previous outstanding balance is 0 US dollars, the amount received is 2000 US dollars, and the remarks are empty. The "Document Total" below displays the number of bolts, total length, total outstanding balance, and amount receivable. The example page currently counts 11 bolts, 256 meters, about 279.97 yards, with an amount receivable of 2799.65 US dollars; after deducting the amount received, the total outstanding balance is 799.65 US dollars.

In this step, focus on verifying whether "Amount Receivable" and "Amount Received" are different concepts. Amount receivable comes from the sales detail calculation, while amount received is the amount actually collected in this transaction; if the customer still has an unsettled amount from before, it should be truthfully filled in under previous outstanding balance. Remarks can be used to record mutual agreements, the condition of goods, or other information that needs to be kept with the order, but do not fill in sensitive content unrelated to the transaction.

Step 6: Check the Entire Order and Generate an Image Sales Order

After completing all fields, first check from top to bottom the store, customer, date, currency, unit of measurement, product details, length per bolt, unit price, and payment data. After confirming that there are no errors, complete the invoicing according to the subsequent submission or generation process provided on the page. The final expected result is to obtain the image sales order shown earlier, in which each group of products, each bolt length, and the total amounts are arranged in a fixed layout and can be saved, sent to customers, or printed for retention.

4. Common Questions and Precautions

1. Why do meters and yardage appear at the same time?

In fabric transactions, meters may be habitually used for measurement, while quotations may be calculated by yard. After selecting meters/yards as the measurement unit, the page can display the entered length and the converted result at the same time. Because decimals may appear after conversion, the final result should be based on the summary values shown by the software and the pricing method agreed upon by both parties.

2. There are many bolts of the same fabric. Do I need to create many product details?

If the product name, color, unit price, and pricing unit are the same, you can usually fill in the length of each bolt continuously within the same detail group, without creating a separate product line for each bolt. Only when the product name, color, unit price, or pricing method changes should you add a new detail.

3. Why is the currency in the screenshot different from the final example order?

The operation screenshots are used to show how to fill in the fields, and US dollars are selected in them; the processed example sales order displays RMB. In actual invoicing, select the correct currency according to the current transaction and do not directly copy the example. Once the currency is selected incorrectly, the meaning of the amounts expressed on the order will be different even if the numbers are the same.

4. What should I do if I enter the wrong length?

Before generating the final document, return to the corresponding input box for that bolt and make the correction. If an empty item was simply added by mistake, use "Delete Last Item"; if the entire product group is not needed, use "Delete Detail". After modification, check again whether the subtotal and document total have changed accordingly.

5. Do I still need to check after the image sales order is generated?

Yes. Automatic calculation can reduce arithmetic errors, but the original data is still entered manually. It is recommended to focus on checking the customer name, currency, unit price, pricing unit, number of bolts, amount receivable, and amount received, to avoid building correct calculations on incorrect input.

5. Summary

With HeSoft Fabric Billing Tool , you can centralize store information, customer information, multiple product details, length per bolt of fabric, meter-to-yard conversion, unit price, and payment information into one electronic sales order. Compared with handwritten forms, this method reduces repeated copying and manual totaling steps, and is especially suitable for orders containing multiple bolts of fabric, multiple colors, and different prices.

In actual use, it is recommended to first organize the original lengths and prices, and then follow the order of "New Sales Order - Select Store and Customer - Set Measurement Unit and Currency - Batch-Fill Each Bolt Length - Check Amounts - Generate Image Document". You can now prepare a real transaction data set, first create a test sales order, and after confirming that the layout, measurement unit, and amount calculations conform to the store's practices, use it for daily continuous invoicing.