Why don't you just make different layouts for different departments...that way they are still manipulating the same file?
That's what we do here. When we take an order from a "Professional", who needs an invoice, our manager just pushes the "invoice" button (simple go to layout button) and the information is organized to look like an invoice....but its still the same information.
I am however new at this but I agree that you do not need 6 files.