What is the Milk Report?

The UK's department of health and social care has a nursery milk scheme. It entitles nurseries to apply for the following reimbursements.

  • Children under 5 years old who attend an eligible setting for 2 hours or more may receive 189ml (1/3 pint) of milk each day, free of charge.

  • Babies aged under 12 months may receive powdered infant formula made up to 189ml (1/3 pint) each day, free of charge.

The Milk Report is a CSV download that includes information about how many children from each age group attended for a period of time. The report includes a daily tally for each age group so you can submit this along with your receipts to get reimbursement.


How to access the Milk Report

Click on Attendance → Child attendance and go to Download CSV and select Milk Report from the drop-down.

The CSV file will appear as below with a total for each age group for each day.


Attendance Forecasting for Milk Purchase

If you want to know how many children will be present in the upcoming weeks/months to inform milk volumes, you can use the Bookings CSV on the Occupancy page. Here’s how it works:

  • Go to Attendance → Reports → Occupancy

  • Click Download bookings in the top right corner

  • Select From and To dates for a future time period

  • Open the CSV file in Excel, Google Forms, or Apple Numbers

  • Select the top row with column titles and add Filters

  • Use the filters to focus the results (e.g. only specific dates, one specific age ranges, only specific rooms, only longer session lengths)

  • On a new row at the bottom of the list (either total or filtered), use the formula “=SUBTOTAL(3, Cell:Cell)” (for example: A21:A450) to calculate the total number of values from the list (e.g. 168 incidents of predicted attendance between dates selected). Indicate on the neighbouring cell what the result represents.

  • Create a sum of total units of Milk (e.g. in Litres)

This will give you the value in litres for how much milk you'll need to purchase.

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