You can record additional information on individual Existing Items within the Properties Panel. You can add pictures and documents via the Pictures/Documents tab. See /wiki/spaces/DFW/pages/1125611561Pictures and Documents for a description.
To link an Existing Item to an Item located within a Room, you need to identify the individual Item within the Item List for the Room to which the Existing Item corresponds.
This will then register any data associated to the Existing Item to the Item located in the Room (ref. Occurrences/wiki/spaces/DFW/pages/1125611473). As Existing Items are allocated to Items the total net quantity for the Item will be accordingly reduced.
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