Hi there! I’m Allison here at RW Elephant.
We want you to experience the value of RW Elephant right away (like, yesterday!). So, here's the deal: this QuickStart Guide is a short exercise to help you see what RW Elephant can do for you and your rental business. We'll walk you through creating an Item, renting that Item on an Order, and Reporting like a boss―quickity quick.
If you're already convinced that RW Elephant is going to change your life for the better and want to skip this intro, head on over to the Super Simple Step-by-Step Set-up System to dive into the good stuff. But we think this QuickStart exercise is a great place to start.
So without further ado, let's get to it!
If you haven't already, go ahead and login to your RW Elephant account.
We’ll start with an Item. At RW Elephant, we love images so let’s jump to our favorite part first—the pictures.
Navigate to the Items section of your account by clicking on the “Items” icon in the upper left corner of your browser window.
Over in the lower left corner, you’ll see the Photo Library. This is where you’ll add your images. Simply drag image files from your computer on to this “Drag & Drop Image Files Here” target. Once they’ve uploaded, you can rotate or delete them using this button at the top of the Photo Library.
Before we get to the Item, we’re going to create an Item Category. In the upper left corner of this first column, click the “+” button. Then double click on the New Category and type the name you’d like to give it. For this exercise, we’ll use “Chairs.”
Great! Now you’ve got an Item Category. You’re ready to create your very first Item.
In the second column, click on the “+” button. Now you have an Item. Hooray!
Click on the green “Edit Item” button. Then head over to the Photo Library and grab the main image you want for this Item. Drag & drop it on the large camera target in the upper right corner of the Item screen.
Since this exercise is about the very basics of RW Elephant, we’ll only fill in the required fields for now. Type the name of your Item. We’ll call ours “Dumbo Chair.”
Then click on the “New” button to add quantity.
In the pop-up window, add the Acquisition Date (we’ll say it was June 1st, 2015), the Quantity you purchased (we bought 100), and the Cost per Piece (let’s say $25). Click the “Enter Quantity Change” button and now we have some chairs.
Add the Rental Price (say $10) and we’ll be all set. Click the green “Save Item” button.
As you can see there are lots of other fields and tick boxes for your Items. We will explain all of those in our Super Step-by-Step Set-up Guide. But for now, let’s move on to our first order.
In the upper left corner of your browser window, click on the “Orders” icon.
Click on the “+” button in the upper left corner of the left column.
Click on the green “Edit Order” button and we’re ready to begin. To keep things simple for this first order, we’ll keep the Type of Invoice and Invoice Status as the defaults and jump right on in with the Event Date.
For our first order, we’ll use the event date of August 1, 2015. Type the date or use the date picker. Then enter the start time of the Event. We’ll say 5 pm.
The rest of the date and time fields will auto-fill. You can then go through and adjust them as necessary.
Our event will end at 10 pm.
The Delivery Window will be from 8 am to 1 pm the day of the event.
The Pick-up will happen the next day between 8 am and 1 pm.
Now we get to the Off-the-Shelf and Restock times. These are the most important Anti-double-booking tools within RW Elephant. All of the Item Availability is determined by these two times.
Since we’re delivering the order between 8 am and 1 pm on the first, we’ll actually need to pull the Items off the shelf and load the truck at 6 that morning.
We won’t be picking them up until the next day, the 2nd, between 8 and 1. By the time we get them back to the warehouse, clean them, and have them ready to rent again, it will be 8 pm.
Basically, we want any items on this order to be reserved from 6 am on the 1st until 8 pm on the 2nd even though the event is much shorter than that.
Again, in this exercise, we’ll only enter the required fields so we’ll skip on to the Client.
Start by typing the client’s name. Since you don’t have any contacts in RW Elephant yet, you’ll need to choose the “Add Contact” option that appears below the contact field.
Enter the Client’s name, phone number, email address, and mailing address. Then save the contact.
Let’s move on to the Line Items tab.
In the upper left column, select “Chairs.”
All of the chairs that are available between your Off-the-Shelf and Restock times will appear in the lower left corner of the browser window.
We’ll simply grab our Dumbo Chair and drop it on to our Line Item list. We can double click to change the quantity. Or leave it as is.
From here, we can save the order and then generate an Invoice PDF.
You can see that the PDF shows the item, the totals, and has a picture of the Items on the Order.
There is a place for our company Logo once we upload one and our Terms & Conditions will show up here so clients only have to see and sign one document.
Congratulations! You’ve now made one Item and one Order within RW Elephant. Just to round out this QuickStart Guide, let’s also take a peek at a Report.
Click on the “Reports” icon in the upper left corner of your browser screen. We’ll choose an Invoices Report. These Start and End Dates can be used to narrow the range of the report but if we leave them blank, they’ll include all of our available data.
Voila! Item, Order, Report. It is that easy!
You've got the gist. Now, let's make it happen for real. Dive right in to our Super Simple Step-by-Step Set-up System to officially start your RW Elephant rental adventure!
But wait! If you want to get rid of the dummy data you just entered in this exercise first, here’s how to do it:
- In the Orders Section, select the order you just made.
- In the left column, click on the “-“ button.
- Confirm that you want to delete the order.
- Then head over to the Items section.
- Select the Item from the second column and then click the “-“ button at the top of that column.
- Then select the "Chairs" Category from the left column and click the “-“ button at the top of that column.
Now you’re ready to start the Super Simple Step-by-Step Set-up System with a clean slate.
This video uses file0389 party horns by smokeyvw from freesound