First steps in the Backoffice

This guide will help you quickly get started structuring and managing your business in the Ancon Cloud. It will give you a simple introduction to how to organize products, menus and staff, so that sales and internal administration run smoothly from the start.

ℹ️Introduction

In Ancon Backoffice, we work with two central concepts: tenant and outlet. A tenant is the main account, i.e. the business or organization that owns and administers the system.

A tenant can have several outlets, which correspond to different points of sale, restaurants, or other separate units within the business. Each outlet can have its own menus, products, and cash registers, but they are collected and administered centrally by the tenant.

1. Create a product group

A product group is a category that organizes similar goods or services to facilitate handling, analysis, and accounting. Each product group defines rules for VAT and accounting accounts, which are then automatically applied to all products included in the group.

Go to 🧾 Finance → Product groups → Create new

  • Give the product group a name (example: Food, Beverages, Beer, Wine, Lunch, Coffee) and enter the correct VAT rate.

  • Fill in any account number, cost center, and/or project.

Read more about account numbers and accounting here

2. Create a menu group

A menu group is a feature used to organize and group related products or services. It works like a folder or subcategory that makes it easier and faster for cashiers to find the right items at the point of sale.

Before creating your menu, it is important to have a structure in mind. Make a mind map where you divide your main menus and decide if you will have submenus. This structure is easiest to determine before adding products. For example, do you want to divide your 'Wine' menu into several categories such as 'White', 'Red' and 'Sparkling'?

Once you have a structure ready, you can start creating your menu.

  • Go to 🛒 Products → Menus → Manage Default Menu

  • Create a menu group by clicking on "Create group".
    If this group is to contain more categories, you can also create a submenu after the menu group has been created.

  • Save

  • Link to extended guide for menus

3. Create receipt destinations

If your orders are to be printed in the kitchen or at the bar, we recommend that you create the bong destinations before creating the products. This can also be done afterwards and multi-edited from the product list.

Go to 🖨️ Bong destinations → Manage Bong destinations → Create new

  • Enter the destination name, e.g., Kitchen, Bar, etc.

  • Select KDS device or printer from the drop-down list

  • Save or Save & create another if you want to create multiple destinations

4. Create your first product

Learn how to create a new product in a few simple steps

  • Go to 🛒 Products → Create new

  • Click on "New product"

  • Fill in the product name, select the product group (bong destination) and menu group

  • Select the product's visibility by checking the box(es).

    • POS - The product is available for sale in the cash register system, Ancon POS

    • Express - The product is available in the self-service checkout, Ancon Express

    • Online Order - The product is available in the order platform Ancon Order

  • Enter Price

  • Click Quick Create to save

💡Tip

To speed up product creation, click on the plus sign next to Quick Create and click Save & Create Another to retain the settings for Product Group, Menu Group, Visibility, and Batch Destination.

🎉 Done! You have now created your first product in Ancon Backoffice. For advanced product settings, read more here:

5. Settings

Opening hours - Go to Outlet ⚙️Settings and start by entering your opening hours - Either the same every day or varied, set on a day-by-day basis.

All reports in Analytics use your opening hours as standard. If you use online orders, these times will also be visible to your guests in Ancon Order.

❗️ Don't forget to Save before continuing in the guide.

Accounting - Enter the verification series and, if applicable, the cost center & project.
Enter settings for tips.

Z-report - If you want to create a manual Z-report from Ancon POS, disable scheduling.
Scheduled Z-reports - Select a time and set it to a time shortly after you normally close.
When scheduling after midnight, you can also activate Accounting day same as sales day.

🧾 Include Sales Invoice in Standard Z Report - should not be used if you work with invoice integration, but only if invoices are created outside the accounting system.

6. Staff and users

Here you add users who either need:

  • Log in to Backoffice.

  • Generate sales on their own keys in POS

Go to: 👥 Staff → New user

  • Enter the following First name, Last name, Email

  • PIN code (used to log in to Ancon POS and must be unique)

  • Personal ID number (not mandatory)

  • Choose a Password

  • Tenant Admin gives full access to both POS and Backoffice. If you want to control usage more specifically, you can create permission groups instead.
    Link to extended guide for Permission Groups

Continuation: link to integrations, bong destinations, table map, etc.

Tenant Admin gives full access to both POS and Backoffice. If you want to control usage, you can create permission groups.