Exporting Submissions to Local Authority

Export Overview

Once submissions are approved, they need to be exported to your local authority for funding claims. The export generates an Excel file containing all required data in the format your LA expects.

Who Can Export

Only Head Office users can export submissions. This ensures proper oversight of funding claims.

Before Exporting

Ensure all submissions for the period are in the correct state:

1. Check the submissions list for the funding period
2. Ensure all required submissions are Approved
3. Review any submissions still in progress and follow up with parents/staff
4. Verify eligibility codes have been verified for 30-hour and 2-year-old claims

How to Export

1. Navigate to Submissions in the main menu
2. Filter by the Funding Period you want to export
3. Click 'Export' in the actions area
4. Review the export summary:
   • Number of approved submissions ready to export
   • Number already exported (won't be included again)
5. Click 'Confirm Export' to generate the file
6. The Excel file downloads automatically

Export File Contents

The Excel export includes:

• Child Information: Name, DOB, address, NHS number, ethnicity
• Parent/Carer Information: Name, address, NI number, contact details
• Funding Details: Hours per day (Mon-Fri), funding type, eligibility codes
• Nursery Information: Provider details and reference numbers

After Exporting

When you export submissions:

• All approved submissions are marked as Exported
• Export timestamp and user are recorded
• Submissions won't be included in future exports (prevents duplicates)
• An audit log entry is created for compliance

Export Limits

For performance reasons, exports are limited to 5,000 submissions at a time. For larger periods:

• You'll see a warning if the limit is reached
• Export again to get the remaining submissions
• Or filter by nursery and export in batches

Re-exporting Data

If you need to re-export previously exported submissions (e.g., for corrections):

• Exported submissions are excluded by default
• Contact Head Office to revert submissions if re-export is needed
• Use the Reports section for ad-hoc data queries