The Acquisition Date may be today, or perhaps a year ago. These dates are at the core of RW Elephant’s Never-Double-Book-Anything-Ever Wizardry. The next step is to enter the date you acquired the Item through what we call a “ Quantity Change Event.” Within RW Elephant, you can add or remove Items at anytime but these changes must always be associated with a date. We’ll also leave Item Type as “Rental Item.” See Item Basics for more on the different types of Items in RW. ![]() Long names won’t display properly on your Order PDFs so it is best to keep them short and sweet. One more naming point: we suggest names that are 36 characters or shorter. But wanted to make you aware while we’re sorting out all of your Items. That’s another discussion for another day. If you always rent two “Hudson Chairs” together, you should enter them as 1 item: “Pair of Hudson Chairs” or “Hudson Chairs (Pair).” If, however, you sometimes rent them individually but have a separate price when they are rented together, you’ll want to use the Kits feature. Please note, however, that sets are different than Kits within RW Elephant. Then, if you own 120 total forks, in the first case, you’d have a quantity of 120. However, if you only-ever-always rent forks in sets of 12, you’d enter “Nantucket Forks (set of 12)” as the Item. For instance, if you rent a single fork, you’d enter the “Nantucket Fork” as its own Item. While we’re on the subject of naming Items, we should talk for a second about the definition of an “Item.” Within RW Elephant, Items are defined as a rental unit. But we suggest that you keep your item names as simple as possible by making them unique. If you already have a coding system, you can include that in the custom ID that we’ll talk about in a bit. Instead, you can have “90-inch Red Samantha Linen,” “90-inch Green Samantha Linen,” “120-inch Round Green Joan Linen,” etc. Because RW Elephant is a highly-searchable database, there’s no need to name your items serially or systematically like SK090UH Linen: Round: 90-inch: Pleated: Damask: Red. You’ll find that it is a helpful way to keep your staff, your clients, and other vendors on the same page about your items. Naming items with women’s names (Jane, Sue, Mary, Tess) or European cities (Berlin, London, Rome, Avignon) could be a good place to start. If you don’t already have things in a spreadsheet, we actually recommend that you just jump right into entering items manually. But I always say you should start where you’re at. ![]() If you don’t already have your items on a spreadsheet, you certainly can start by filling out this sample spreadsheet we’ve provided. That can’t be done through the spreadsheet. Please keep in mind that you’ll need to manually assign photos to the Items once they are imported. Once you have a spreadsheet that includes all of the required columns, send it on over to us at We’ll do all the back-end magic to import your Inventory Items and let you know when you’re good to go. To learn more about the other fields you could include on the spreadsheet, keep reading below about the fields involved in manually entering your items. The more info you include on your spreadsheet, the less you’ll have to go back and enter manually later. You can have tons more info than that but those are all of the required fields to get you started.
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